PROCESS FLOW:

• New document requests are initiated and sent for approval.
• Document number is generated automatically.
• By uploading the document, formats, annexures, references requests can be submitted.
• Document request is approved based on work flow.
• Adhoc training is created automatically.
• Training is given and certificates are given if required.
• Publish requests are submitted for approval.
• Document is made effective before printing.
• Documents are issued and received.
• Documents are automatically returned and approved based approved based on the work flow before retrieved.

CHALLENGES:

• As the documents are physical and stored physically, there are high chances of losing them.
• As many people from different departments are involved in creating a document, it consumes a lot of time.
• It is difficult to track versions.
• No auto alerts/reminders.
• Manually training the employees is not possible when a new document is created.
• Document issuance, print tracking, Retrieval of the issued document are major challenges in manual document management system.

FEATURES:

• Users can create templates based on their requirement one time and can be used.
• Document number is populated automatically based on the setup.
• Before a document is made effective, it is reviewed by multiple who can give comments.
• You can control who can take prints and number of copies they can take of the document.
• Version number is generated automatically.
• Different documents can be compared.
• History of the documents can be seen.

BENEFITS:

• Documents are stored safely without fear of losing them.
• Versions can be tracked easily.
• When a new document is created, a training session is automatically created in LMS.
• People from different departments and different plants can easily collaborate to make a new document.
• The document process can be designed based on the SOPs of the customer.
• Automatic emails/notifications are sent to avoid missing deadlines.
• It is easier for various people involved in creating a new document to work together.
• It is easier to retrieve documents.
• It is easier to spot missing copies as the number of copies issued is recorded.
• All data is stored on a secure server with recovery and backup capabilities.
• Most recent documents can be tracked are versions are updated effectively.