Document Management
Document Management is a central repository to store and manage all files and documentation within your business.
Your employees can browse and search for all documents from one central location using your intranet.
Document Management helps you effectively find information, with total control over your documents within a secure environment.
1
Quickly locate information
Our powerful document search helps you quickly find company documentation.
Your staff can choose to search by document title or keywords. In fact, they can even search for keywords within documents.
Want to download several documents at once? Document Management’s Download Package feature allows you to do this with ease. Simply add the documents you want to view to your cart, saving you the time and effort of downloading each document individually.
Document Management can even filter your documents. Alternatively, you can select department specific files to display on relevant homepages.
Quickly locate the information you need with Document Management’s powerful search or by displaying the files you access the most.
2
Total control and security
Total control over who can access your information.
Create and control your own folder structure. Plus, with built in access control you decide exactly who accesses which folders and documents.
Whenever you update a file, Document Management retains all previous versions, so you never lose any vital information. Don’t want revisions to be made to a document? Document Management provides you with the option to convert your files into a PDF.
Want to be updated on current team projects? Document Management gives you the option to subscribe to a folder or individual document. This means you’ll be automatically alerted when folder contributors make changes, keeping you instantly informed of the latest developments.
Ensure that all your company policies stay up to date by setting automatic Document Expiry. Your documents don’t just disappear, as you’re automatically notified before the document expires, allowing you to make changes or postpone expiry.
Document Management also offers you the additional option of introducing a flexible document approval workflow. You can assign individual or multiple approvers to a folder to review documents before they are uploaded.
Keep all your files securely stored with access control, document workflow approval and document expiry.
3
Centralised document sharing
Share documents from one central location.
Working on a project and need more information? Sharing documents enables your staff to learn, share and access information from different areas of the business.
Whether you are looking for Brand Guidelines, Sales literature or HR documentation, it can all be stored and accessed from Document Management. As all your documents are stored with a reference, revision number and date, all your documents will be ISO compliant.
For your most important ISO compliant policies and procedures, Mandatory Read alerts your staff to essential reading and tracks when they’ve been read. So you can share vital company documentation around the organisation.
You can further enhance document sharing with Document Shortcuts. This feature creates a link to a master file wherever it’s stored. This means that whenever the file is updated you can access the latest version. This is particularly useful for sharing documents across a distributed audience without utilising valuable storage space.
Document Management enables you to access all your ISO compliant documentation, policies and procedures, from one central location.
4
Encourage employee contribution
Document Management enables your employees to contribute to documents from anywhere in your organisation.
Enrich your documentation by encouraging staff from different departments to contribute and share their corporate knowledge. Improve communication between teams by encouraging your staff to work together.
Worried that having multiple contributors could lead to duplication? As documents can only be checked out by one person, your changes won’t be overwritten.
Encourage your employees to contribute to documents, increase team communication and the sharing of corporate knowledge with Document Management.
Document Management enables your documentation to be quickly found, giving you total control of shared documentation in a secure environment, as well as encouraging contribution from employees.
Want to discover more about how Document Management could benefit your organisation? Give us a call on +44 (0) 1635 551777 to arrange a consultation with one of our Intranet Experts.