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Document Management and Compliance
Date: 2005-present
Type: Workflow
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Summary
A Document Management System that provides structured storage for shared documents as well as view tracking and email broadcast facilities.
Description
One of our recent projects has involved developing a Document Management / Document Compliance system.
The system helps a Safety department ensure that staff are up to date with the latest procedures and regulations by giving it the ability to:
- Upload documents and categorise them by content and audience
- Quickly broadcast, via email, notification of revisions to documents
- View management reports on which documents and staff members are compliant with the latest documentation
- Provide a feedback mechanism for staff members to comment on document content.
A website, accessible via the staff intranet, can inform staff which documents they should read that are relevant to their job.
Summary of Administration Functionality
- Easily upload and categorise documents. The system automatically organises documents into relevant underlying folders
- Input or import contacts lists to provide system access
- "Batch Categorisation" facility to quickly categorise lists of documents according to audience
- Group emailing to broadcast document updates as well as personalised emails detailing document staff members should read. A flexible templating system ensures that it is easy to create any type of personalised group emails.
- Integration with Active Directory to provide scheduled import / refresh of user information
- Reports that give a snap shot of which documents have been seen by their intended audience and which staff members have seen all of the documents relevant to them
- A comprehensive setup section giving the manager the ability to input their own categories, job titles and email formatting templates
Summary of Staff-Accessed Functionality
- Personalisation - display of documents lists relavant to the staff member's job as specified in the administration section
- Ability to comment on certain documents - this is useful when gathering views about draft documents
Benefits
- 100% web-based - no software needs to be installed on client PC's
- Templating system gives complete flexibilty of email body formats
- System controls the underlying folder structure that mirrors the document categories
Screenshots
Example screen-shot displaying the documents administration dashboard.
This helps the administrator to see at a glance how many documents are categorised by job title, which documents were updated recently, and how many comments have been for each document.
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