Document Management for SharePoint

Our Document Management System (DMS) is a modular solution for the centralized register, management and support of documents, including confidential document archiving. The system structurally records and stores documents of specific types at one place, most often invoices, contracts, regulations and guidelines etc., for certain types it can control the progress of their workflow processing. We support digitalization, OCR and processing metadata during document register.
In addition to DMS features, the product includes the functionality of electronic register - it comprehensively solves the income and dispatch of consignments as an input and output of the system DMS. We support deployment in accordance with the legislative requirements of the Records Management System (RMS), including the requirements of the National Standard for ESSS, eIDAS and GDPR.

With our system, you will get support for agendas with records and the processing of a specific type of document (e.g. incoming invoice), including links to other organization systems. All agendas thus share a unified platform and basic solution, making it easier for users to use them.

What our Document Management will bring to you

Overview

of document processing status for individuals and managers; detection of narrow processes

Scalability:

from a single document type to a comprehensive solution for all documents of the organization

Comprehensive solution

for income and dispatch of consignments; integration with email and data boxes

Fulltext and parametric search

in digitalized documents

Wide access control

options for documents, by type, by organizational structure; compliance with GDPR

Inserting and automatic verification

of electronic signatures, time stamps; compliance with eIDAS

Try our demo and see for yourself

I’m interested

Available functionality

Dokument Management - workflow

The documentation process can be controlled using a predefined workflow. The process then passes defined states and users move it by actions at workflow. The workflow definition allows shifts and shifting conditions. The workflow scheme is created in the graphic designer, which allows you to work with the technical and managerial part of the design. We work with the tool Datapolis Process System, which we deliver as part of the whole solution. Is workflow definition unnecessary for you and you want to process ad-hoc shifts between users? No problem, we support also this scenario!

Digitalization, OCR, extraction

The system includes integration bridges for scanning processes and digitalization software for Optical Character Recognition (OCR) and metadata extraction (e.g. from Kofax, ABBYY, Konica Minolta, KnowledgeLake, Iron Mountain). Therefore, searchable documents with metadata for effective search are stored in DMS.

Integration with ISDS and emails

The module enables automatic downloading and sending of consignments to and from the DMS system through the data box system (ISDS), including downloading delivery note. It can be connected to multiple data boxes at the same time. DMS can also receive emails sent to dedicated addresses (e.g. invoice@company.com) and sending it by e-mail. We also supply accessories for MS Outlook.

Electronic signatures and time-stamps, eIDAS

The processing and recording of electronic documents are closely related to the identity of the author and the time of the creation of the document. This is done by the electronic signature of the document and the time-stamp. The system automatically verifies the validity of electronic signatures and time-stamps upon receipt or insertion into DMS and records these data throughout the document's life cycle.

Records Management System (RMS)

We support deployment in accordance with the legislative requirements for electronic systems of RMS, including the requirements of the National Standard for ESSS. We support document handling, file handling, file management, archiving and shredding processes, etc. 

Confidential archiving

For documents stored in the system, we are able to ensure their designation by a recognized time-stamp and periodic overwriting of time-stamps before they expire. Overwriting is usually done once a day collectively for a certain set of documents. At the same time, we are able to move the processed documents to the archive storage for the purpose of building an electronic registry and archive.

Agenda solutions

With our DMS you will get support for records and processing agendas of a specific document type (such as incoming invoices, contracts, regulations, etc.). All agendas thus share a unified platform and solution basis which makes it easier for users to use them.

Access control, GDPR

Our system supports a wide range of management options and settings of access to documents. You can use authorization controls by document type or organizational structure, as well as their combination. Each document can then be supplemented by the administrator about the access of the users who are involved in the processing of the document. The product complies with GDPR requirements.

Integration with third-party systems

We are used to integrating our system with existing organization systems, typically CRM or ERP. For the need to pass data from other applications to DMS, we supply documented API‘s as a set of web services.

Platform SharePoint

The solution is based on the Microsoft SharePoint platform. It uses a maximum of its options, optimizes its weaknesses and expands it for document management, resulting in a powerful document management system.

Is the SharePoint Document Management solution something for you?

Try our demo

I’m interested

Contact us

<strong>Petr Klen</strong> product manager
Petr Klen product manager