Archive for Document Management System

Compliance-Based Enterprise Content Management Solution – docEdge DMS

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Compliance-Based Enterprise Content Management Solution

Now more than ever, businesses are affected by state and federal regulations for compliance, particularly in regard to information security, sharing, and retention. Failing to meet these requirements may lead to breaches of contracts, sanctions, and much more. While it’s a serious issue for any business, regulatory compliance impacts large enterprises especially—since the bigger the company is, the more regulations it has to adhere to. Over the years, enterprises have looked to document management systems to ease this compliance burden.

To help narrow your own search for such tools, we look at some of the most wide-reaching compliance regulations and enterprise content management solutions that can help to meet these compliance requirements.

The Gramm-Leach-Bliley Act (GLBA)

According to the GLBA, customer data must be protected from any threats that could result in unauthorized disclosure, misuse, modification, or deletion under any circumstances. This federal law is applicable to financial institutions, such as commercial banks, security firms, insurance companies, and more. In regard to document management, GLBA requirements include access control, data backup, Stress-free auditing, tracking of all modifications to files, and automated alerts.

docEdge DMS maintains 50,000 major versions and 511 minor versions for each document and keeps track of all changes made to a document, including time and the initiator. It also provides a complete audit trail of all document-driven collaboration, generates automated notifications when sharing sensitive information, as well as document retention.

The Sarbanes-Oxley Act (SOX)

SOX serves to provide transparency and accountability within an organization’s financial reporting. It affects publicly traded companies, public accounting firms, auditors, brokers, and securities analysts. The Act requires financial reports and statements to be accessible, accurate, and without any omissions. It also stipulates retention periods for various financial documents (e.g., retention of five years for invoices).

To meet SOX requirements, docEdge DMS a document collaboration solution enables version control and allows users to compare any two published versions of a document. It also tracks document approvals and changes made since a user last looked at it.

International Organization for Standardization (ISO) 9001

ISO 9001 is applicable to all companies providing products or services to customers and its main requirements for document management are: reviewing and approvals before distribution, detecting and tracking changes, ensuring confidentiality, and support of different formats (e.g., PDF, text, spreadsheets, etc.).

docEdge DMS, a web-based compliance and Enterprise Content Management Solution, supports reviewing, automated workflows, versioning, and tracking changes in documents. It ensures data confidentiality by using private folders and permission levels.

The Securities and Exchange Commission (SEC)

SEC regulations are applicable to financial services, such as brokers, dealers, and exchange members, as well as other public companies. SEC rules cover such documents as asset and liability ledgers, income ledgers, customer account ledgers, securities records, trial balance sheets, etc. The SEC has the following requirements: data encryption, automated retention of documents, document versioning, user permission levels, undeletable and unalterable audit trails, and data backup.

In docEdge DMS, all documents and records are easily accessible for the duration of their existence in the system unless document deletion periods are specified by the admin. All documents can be retrieved and downloaded by authorized users. docEdge DMS has a built-in version control capability, which allows users to store and retrieve different versions of documents. Also, docEdge DMS maintains an undeletable and unalterable audit trail of any activities related to a document.

The Payment Card Industry Data Security Standard (PCI DSS)

PCI DSS was developed to protect businesses and their customers against payment card theft and fraud. PCI DSS is applicable to all companies that accept, store, and transmit payment card information. PCI DSS requirements include protecting cardholder data, encrypting transmission of cardholder data across public networks, restricting access to cardholder data, tracking and monitoring all access to network resources and cardholder data, developing and maintaining secure systems and applications, etc.

docEdge DMS, a Enterprise Content Management Solution by PERICENT, ensures the security of cardholder data. It provides automatic SSL/TLS encryption of all uploaded or downloaded data. SecureDrawer supports user groups to prevent unauthorized access to sensitive data.

The Health Insurance Portability and Accountability Act (HIPAA)

HIPAA was established to protect the privacy of individuals receiving healthcare and guides almost all information circulating in the healthcare industry. The Act is applicable to employers and all healthcare providers that transmit employee/patient information electronically for claims, benefit eligibility, referral authorizations, etc. The main HIPAA requirements for document management are access control, protection against unauthorized modification/deletion of documents, audit trail tracking, version control, etc.

To ensure HIPAA compliance, docEdge DMS, an Enterprise Content Management Solution, supports permission levels for individuals or user groups, thus, restricting access to sensitive information. It gives an instant email notification when someone tries to access, modify, or delete any documents. docEdge DMS also provides versioning and audit trail tracking, which helps to determine who accesses or modifies healthcare information.

The Food and Drug Administration (FDA)

FDA compliance affects food and drug manufacturers, traders, and wholesalers. In terms of document management, FDA requirements include guidelines and regulations regarding copying, access control, permissions, records protection, audit logs and tracking, version control, and electronic signatures.

docEdge DMS’s Enterprise Content Management Software provides access to files only to authorized users, depending on an assigned permission level. It stores all versions of all files and records, and documents are easily retrievable due to assigned metadata. It also supports an audit trail that is secure and can’t be modified. The audit trail includes user ID, date and time stamp, action is taken, document name, type, etc. docEdge DMS also helps to manage electronic signatures that are linked to a specific version of a document and cannot be deleted, copied, or transferred to falsify an electronic record.

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Difference Between Cloud vs On-Premise Document Management

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Difference Between Cloud vs On-Premise Document Management

Cloud vs On-Premise document management is one of the most hotly debated IT topics of the 21st Century. Many people are still unsure about the differences between cloud-based, on-premise, and online document management software (DMS).

Today, we’ll discuss the differences between online and on-premise DMS. This will help prospective and existing users decide which model is best for them and how each DMS model can benefit their organization.

Misconceptions about Cloud vs On-Premise Document Management

Clouds, also known as hosted services or SaaS, are not new. It can actually be traced back to commercial computing which took place over 20 years ago.

It’s not as tangible as the name ‘cloud’ suggests. The cloud is actually a global infrastructure that occupies many tangible spaces (highly encrypted information centers) around the globe, which integrates the increased security, collaboration, and storage bandwidth required in many industries.

On-premise document management software is not as common as it seems. However, there is one misconception. This misconception is that organizations need to have an on-site IT team in order to use the DMS.

Most document management vendors provide services through resellers or training programs that remove an organization’s IT staff from the list of requirements.

Differences between Cloud Vs On-Premises DMS

Data Migration

Cloud vs. premise document management is misplaced fear in DMS Implementation. The data migration differences between online DMS and on-premise DMS are key differentiators.

After an organization has migrated its data and content to the cloud, it will remain there. This is advantageous for two reasons: data migration can be expensive and time-consuming. On-premise DMS may require additional data migrations depending on the organization’s IT strategy. This is especially true since organizations that purchase document management software on-premises tend to change their systems every 5-10 years.

Functionality

Cloud-based solutions are able to function in-browser over the internet. This is important for many reasons. These days almost any information device can access the Internet. However, on-premise DMS access to organizational storage, collaboration features, and other functions remain tied to the software’s origin/point of installation. Without analyzing the limitations of on-premise solutions, cloud vs. on-premise document management cannot really be distinguished.

The cloud can overcome issues of desktop compatibility that are sometimes present in niche operating systems (niche, not within Windows).

Cloud-based online DMS are, without any serious criticism, far more functional than their on-premise counterparts. This is especially true because it can be accessed via mobile apps and consumer-grade laptops (such as Mac), which are increasingly becoming popular in the enterprise.

Pricing

While many are aware of the price differences between cloud-based DMS and on-premise DMS, few people understand the long-term differences. As always, price and value must be considered together.

This is the biggest difference between cloud and on-premise document management solutions. There are two sides to this coin: there are easy ways to measure the expenses and there are more complex methods that can be used to calculate the benefits.

Although the initial cost of cloud computing is lower than the other options based on simple calculations, organizations will see a return on investment if they use both the cloud-based DMS and the on-premise DMS. This is because each technology allows them to go paperless.

It is important to note that organizations will spend more electricity with an on-premise solution. On-premise solutions are better suited for rural offices because they have fewer Internet access options.

Information Technology Considerations

Companies must install the licensed software on their computers and network in order to use the document management system. It is their responsibility to maintain the current version of the software. Some software providers may charge extra fees for updating. The organization must not only purchase the software, but also the hardware required for storage and processing. They also have to pay to power the hardware.

Companies must ensure that their data and software are safe from physical and security threats to computers, networks, or databases. Organizations with on-premise document management require IT staff to manage hardware, software, security, and data.

While cloud-based DMS products can be used online to sync and integrate with an organization’s existing IT infrastructure, it doesn’t mean that they are easier to implement on-site solutions.

While server management is done within the company with on-site solutions, vendors can and often will provide services to ensure that the DMS runs smoothly.

Accessibility

Cloud allows you to access more servers without taking up significant space. Because it is more easily accessible from more places, the cloud has a higher temporal capacity to connect more people during mission-critical times.

Cloud-based solutions are more expensive in bandwidth, as we’ll see. On the other hand, on-premise DMS will work with a terminal server. There are many differences between cloud and on-premise document management, but the cloud offers more accessibility than the on-premise options.

Bandwidth and Services

Bandwidth is critical for data migration. An on-premise solution allows bandwidth to be used only by your pre-existing network. On-premises can be more reliable than the cloud. While there may be less bandwidth than you want with the cloud, on-premises is more likely to offer more bandwidth, even though it requires more electricity and power. This dichotomy splits the cloud vs. premise document management parameters.

As a service investment, the cloud will only require some consulting services, but software upgrades that require on-premise solutions might require technical support. This can sometimes slow down the usual speed of operations.

Intuitiveness

DMS novices are often more comfortable understanding on-premise solutions. The cloud, however, is a web-based technology that allows for greater customization and can make the solution easier to understand.

On-premises, despite the intuitiveness and simplicity of the cloud, is a technology that has been around for some time. It can be compared to the intuitiveness and ease of use of the Windows software interface.

Despite the differences, both DMS modes allow for software integration that makes processes easier to integrate with existing tech infrastructure.

Implementation

While implementation times will vary greatly from one organization to another, the cloud is faster than any other because many of the implementation steps can be completed easily by DMS vendors with cloud-based solutions. This makes it easier to understand cloud vs. on-premise document management.

Pre-existing infrastructure will also affect the time it takes to implement. Pre-existing cloud applications will make it more difficult to implement on the premises.

Last words

Because of its many benefits, cloud computing is becoming more popular. Cloud computing can reduce workloads and help companies manage their budgets.

Risk managers see unauthorized access to sensitive and regulated information as a serious concern. Even though remote access allows users to log in from anywhere, it can seem risky. However, for those who don’t need to comply with storage regulations on their premises, a cloud provider capable of providing secure authentication should suffice.

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EDMS- Top 4 use cases in Manufacturing Firms

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EDMS in Manufacturing

Our previous article presented a glance over the importance of the documentation process in manufacturing firms. Numbers of advantages of using the electronic document management system were communicated in the blog. So, this succeeding blog will be talking about the four main use cases of the EDMS system in any manufacturing firm.

The operations in manufacturing firms are not limited to just the production of logistics. But, it takes support from several other processes in the firm. Manufacturing requires the raw materials which are received through supply. The forecasting is used to manufacture a specific quantity of logistics. The management of existing and new logistics is the other big task. In the end, the transportation process helps to deliver the logistics to the retailers and customers. Communication with all the stakeholders also plays a vital role.

Most importantly, the validity of all these processes is verified by the documents only. As discussed earlier, “If is not in the documents, it didn’t happen”. The production unit, the raw material received, the transportation used, the forecast, orders, and all other data are stored in the documents only.

EDMS in the process

EDMS system helps the manufacturing firms to store and use this bulk of data in a more organized and managed way. It is neither safe nor a good idea to keep the physical files and papers for the documents of this much importance. The chances of different physical damage will always be a threat to the data and information of your firm.

Electronic Document Management System works to eliminate the chances of these risks. Moreover, the EDMS aims at smoothening the documents and information flow across the different departments & operational units of the firm.

Here are the top four user cases of EDMS in the different departments of the manufacturing industry:

Supply chain management

Supply chain management is one of the most important parts of any manufacturing firm. It works as the connecting bone between the market and the manufacturing firm. Electronic Document Management System like docEdge DMS helps to organize all the information about the supply of logistics in a well managed and digital format and thus make it more accessible.

The information about the different suppliers, the logistics received, logistics sent, the payment received and given, the quantity, date and time, etc. can be managed in a categorized and integrated system. Any paper can be signed and then sent to the other party as well. It makes the supply chain process very efficient and timeliness.

Logistics management

Manufacturing is all about logistics. A manufacturing firm makes the production strictly on a proper calculation of supply and demand. To perform this necessary calculation, the information such as demand in the market, logistics available in the market, logistics available in the warehouse, the need for new production, supply and material required for the manufacturing, and other bulk of information has to be analyzed.

All of this information comes in the form of documents. Any mistake in this process can cost a loss of millions of dollars to the firm. So, Electronic Document Management System removes the chances of mistakes and thus provides every data at the fingertips within moments.

Accuracy in accounting and finance

Due to the contribution of the different processes in the manufacturing firms, there is a lot of accounting and finance work. Taking the example, a firm has to keep a record of the payment done to different suppliers, the payment received from the other party, quantity of inventories, salary of the staff, spending on the different departments, cash in-flow, cash out-flow, and many more.

So, thousands of documents have to be managed only for accounting and finance. EDMS takes this headache away from you. The Electronic Document Management system allows you to manage all of your documentation and finance data in a digital format. So, it also becomes easier to share, retrieve and present the data for future use.

Complete control over transportation

A manufacturing firm is associated with the number of transportation service providers according to their respective market size. So, an electronic document management system helps keep a record with every transport associate and partner.

An efficient record of inventories traveling with a specific fleet along with the quantity and other specifications can be maintained. Moreover, the necessary documents can also be transferred digitally to the fleet drivers so that chances of document damage can also be avoided.

Wrapping up

EDMS has the potential of enhancing the management of different processes in manufacturing firms. It eliminates the chances of error and thus makes the documentation even smoother and well organized.

Whether your organisation is looking to go paperless or to automate business processes, our line of products are the Umbrella Platforms for your needs. Reach Us

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EDMS : Enhance Operational Process of Manufacturing Industry

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Electronic Document Management System for manufacturing industry

The manufacturing industry is nothing less than the backbone of any country. For example, the manufacturing industry contributes around 17% of the total GDP. Moreover, the industry has been growing at a rate of 9-10% every year since 2003. But, these facts and figures are not what make it the backbone of the country. It is the importance and contribution of the manufacturing industry that makes it so. The industry fulfills the thousands of needs of billions of people in day-to-day life. Vehicles, packed food, clothes, medicines, lifestyle products, and other million of needs are fulfilled by the manufacturing industry only.

But, do you know what the backbone of the manufacturing industry is? It is the documentation and record-keeping process of the industry. Manufacturing firms have a phrase common in them, “If it is not noted down, it didn’t happen“. So, documents are more important than the actual transaction taking place.

Electronic Document Management System is a digital platform to keep these important assets of the industry safe, secure and well-managed. There are thousands of documents such as purchase, supply, sell, cash flow, name, companies, raw material, labor cost, etc. So, the document management system provides the integrated platform for the efficient management of these documents.

For better understanding, the following are the five use cases of Electronic Document Management System in the manufacturing industry:

Streamlining the different stages of manufacturing

First of all, the Electronic Document Management System helps to streamline the documentation process of manufacturing firms. It will provide an integrated platform for document management while still maintaining the different documents in different sections. So, the system will not mix up the data of marketing, raw material, sales, supply, salary, and logistics. However, it can be easily found on an integrated platform. So, becomes easy to store and manage all the important documents on a single platform. Hence EDMS provides a convenient and easy method for document management.

Search documents relevant to sales, production, supply or anything instantly

A manufacturing firm generates thousands of documents every year. So, getting the right document at the right time is nothing less than a miracle. Electronic Document Management System makes this miracle a part of your daily working routine. First of all, it works on an integrated platform. So, user can search any document within a moment. However, OCR (Optical Character Recognition) is the other feature that makes the searching process even easier. OCR helps to search for the document even if you don’t remember the name of the document. It can search the document with any keyword embedded in the document.

Share the document automatically with other parties

In manufacturing industry, Sharing the documents and papers from one stakeholder to another one is a big task. So, EDMS makes it simpler for you. As per the command of the user, the right document will be forwarded to the right stakeholder at the right time automatically. Moreover, even if you need to put a signature on the document, EDMS has the option for that as well.

Better control of documents

Control is a “must-have” requirement for the document in the manufacturing industry. So, Electronic Document Management System provides complete control of each document. With the help of EDMS, you will have complete authority to give access to a document. If you want to give access to a specific document to a specific person, EDMS allows you to do so.

Ahead of the curve for safety

The Electronic Document Management System enhances the safety of documents to a significant level. It not only gives them access feature to the user but also provides traceability options to the users. EDMS can trace any document very efficiently. EDMS has the capability to track any activity such as opening the document, sharing the document, forwarding the document, editing the document, the user who received or sent the document. Hence, it elevates the safety and security of a document significantly.

Wrapping Up

So Electronic Document Management System is a documentation infrastructure that helps the firm to become completely paperless. It makes the process faster, smoother, secure and efficient.

If you are planning to make the smart move and adopt the Electronic Document Management System, docEdge DMS is the best fit for you. It will help you to be more productive and efficient than all of your competitors.

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