Document Management Systems
We offer document management systems (DMS) that convert paper based documents into digital formats, categorises and assigns document owners, tracks document modifications and history, encrypts sensitive information, have integrated access security measures, and redundancy and backup processes.
We are completely customer focused ensuring the delivery of our services are tailored to our customer’s needs. We can help your organisation become entirely digital, increasing work flow efficiency, security, and control of document management tasks.
The main benefits of the tagKM DMS are highlighted below.
Automated paper to document scanning
We use enterprise scanners paper documents into digital formats which are then uploaded directly into the system. The scanners are seamlessly integrated with the system and are capable of scanning document sizes from A8 up to A3. These scanners are also capable of scanning in up to 60 pages per minute and have a 150 page automatic document feeder with a duty cycle of up to 5000 pages per day.
Organised and structured document storage
Once your documents have been scanned into the DMS organisation and structuring of document storage becomes as simple as selecting the volume you would like to file the document inside and choosing what type of document is being stored. The system takes care of everything else and even displays notifications letting you know at what stage the document is at in its life cycle.
Automated document process flows
Our DMS automates all document process flows through system triggered activities with colours representing pending or completed steps. It allows document tasks to be assigned to any user in the system just like you would with a paper document. A typical task could include a request to create associated documents required for a new contract or requesting the approval of newly created documents.
Status notifications are attached to each document visually displaying details showing what stage the document is at in its life cycle. These include document initiation, pending approval, approved, pending publication, published, or resubmitted for revision.
Automated time stamped document approval system
Our DMS automatically date and time stamps every event on to the document, detailing which user performed each action within the document. These date / time stamps occur throughout the workflow process. Time / date stamps also occur whenever users are manually assigned tasks such as assigned approval or publishing requests. Each new approval is accompanied by fields that allow comments and feedback content to be added directly in to the documents held in the DMS providing expanded detailed information for the task at hand.
Search and retrieve documents in seconds
Our DMS includes advanced search capabilities enabling you to quickly search for documents held within the system via pull down menus or free text searches. The search interface quickly retrieves documents related to your search criteria and displays them in a list on the same screen for your perusal.
Secure user access control
Security is one of the main concerns when information is being stored electronically and contains business critical or sensitive information. Our DMS incorporates various user login security policies including password authentication and physical security devices to ensure the user accessing the system is not an imposter. The system also encrypts data transmissions like you would experience with online banking systems. The system also retains access logs that date and time stamp user accesses and can also be configured to automatically alert privileged super users via the inbuilt email system.
Our DMS uses profiled roles for each user group, these roles have varying types of access restrictions dictating how much restriction is imposed on users in each group.
User group profiles ensure information held within the system is secured and prevents internal threats through the user access rights restriction. This includes both the system itself and any computers attached to the system. The user groups can be used to prevent certain users copying documents to unauthorised devices such as a CDROM, DVD, USB STICK, INFRARED DEVICE, BLUETOOTH DEVICE, or PRINTERS. User groups can also be used to restrict access to confidential digital documents or only allow privileged users access to printing, viewing, or saving documents.
Privileged users such as Super Users have the ability to instantly change document ownership from one user to another and instantly block a users access from within the tagKM DMS.
User activity monitoring and reporting
Our DMS monitors and tracks actions performed by users including any document modifications. Monitoring is performed in real time and statistical management reports on all actions are available.
We can also install strategically placed network video surveillance units to monitor and record user activity and capture footage for future playback.
Centralised business contacts address book
Our DMS has an inbuilt centralised contacts address book which is linked to all documents held inside the system. The address book is an easy way to maintain a central digital contacts list accessible to all users.
Integrated internal email
Our DMS includes an inbuilt internal email system allowing emails to be sent and read by any user. It’s also possible to extend this email system to include external emails (an Internet connection is required).
Web enabled and Internet ready
Our DMS uses a web based interface allowing easy expansion across multiple physical locations. The current infrastructure has been designed for an Intranet (a network of computers that is self contained and generally not available via the Internet). However, it’s capable of being expanded over multiple locations through wireless connectivity or through the Internet enabling fast, easy expansion.
Industry standard technology and future proof
We use standard Internet software development technologies to ensure the our DMS is future proof and capable of integrating to industry standard hardware and external software applications.
Data protection, redundancy, and disaster recovery
We go to great lengths to ensure the data held within the DMS has protection in the event of data corruption. Disaster recovery procedures are also in place to avoid any unexpected environmental disasters. Disaster recovery is achieved through fail safe backup jobs continuously backing up data on multiple servers and physically housed in multiple secure locations.
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