DOCUMENT MANAGEMENT SYSTEM

DOCUMENT MANAGEMENT AS A FACTOR OF PRODUCTIVITY AND AGILITY

As the volumes of information involved in the functioning of an organization increase, so does the risk of loss of data and the difficulty in accessing the desired content. As a consequence, organizations may face problems in controlling deadlines and organizational flows.

Implementing a Document Management solution proves to be decisive for the proper functioning and performance of any company, especially in the dynamic context of changes and permanent challenges. It will make possible the standardization and structuring of work processes, archiving, classification, and approval of the information, thus avoiding waste of time and, more importantly, loss of data.

Technological information systems, combined with practical information management, contribute significantly to organizations’ success and the management model itself.

THE QUIDGEST SOLUTION

To guarantee transversal management of the information “life cycle” of any organization and the bodies, entities, or departments that compose it, Quidgest has developed an innovative and integrated Document Management system, generating critical competitive advantages.

COMPLIANCE GUARANTEE
Entirely web-based, this Integrated Information Management system ensures compliance with all rules and regulations in force, whether legal or the organization’s functioning, and guarantees high flexibility and horizontal and vertical scalability.
COMPREHENSIVE MANAGEMENT
It allows organizations to combine concerns about the management of electronic documents and their internal processing, with issues of archival nature related to the classification, evaluation, selection, and conservation of documentation.

FLEXIBILITY
The system can be generated according to the requirements and needs of each customer. It can be permanently updated in the face of increased requests for changes or the introduction of new information.
UNLIMITED LICENSE
This is an unlimited and lifetime licensing system.

Through systems of this nature, which are more complex and more demanding, in a supported and transparent way, effective process decentralization and accountability in the process are carried out without losing the overall coherence of action.

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WHAT THE DOCUMENT MANAGEMENT SYSTEM DOES

Registration and management of external and internal documents;
Creation of delivery notes for documents;
Digitalization of documents (integration with twain);
Creation and management of document versions;
Serial output production (mail merge);
Thematic indexing of documents;
Determination of deadlines for keeping records;
Association of a document with another document;
Aggregation of documents in dossiers/processes;
Ad-hoc referrals and workflow (BPMN);
Creation and editing of workflows;

Invoice approval cycle management and order values control;
Electronic signature of documents and orders with digital certificates;
Notifications of referrals on the desktop and by email;
Management of employee absences and appointment of a substitute employee;
Search engine (full content search);
Records quality control listings; Control of document dispatch, archiving, transfer and deletion of the physical archive;
Restriction of access to features through user-profiles and properties; Integration with email.

This advanced Document Management System is a complete and intuitive web solution that makes the transversal management of any organizational reality’s entire information life cycle.

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ADVANTAGES FOR ORGANIZATIONS

DEMATERIALIZING PROCESSES
Registration, digitization, circulation, and storage of documents in electronic format.
COST REDUCTION
Automatic information introduction and processing without the need for duplication of documents. Cost reduction with consumables.
PHYSICAL PROTECTION OF OFFICIAL DOCUMENTS
When circulating in electronic format, the handling of the physical supports of the documents is reduced, and their degradation is avoided.
SEARCH AND QUICK AVAILABILITY OF INFORMATION
Information retrieval problems are solved through immediate distribution and location of processes at any time and place, crossing available information.
CONSTANT UPDATE OF AVAILABLE INFORMATION
In-real-time updating of the registration, filing, and processing of documents and processes.
UNIFORMIZATION OF INFORMATION TREATMENT
The number of meta-information fields to register documents and processes is minimum, avoiding data omission.

GREATER SECURITY
Access to documents and processes is limited, varying according to the user’s profile and by entering a password, which facilitates access control.
IMPROVING WORK FLOWS
Processes are treated with higher speed and control in the circulation for decision making, which increases productivity and leads to significant improvements in resource management.
MORE EFFICIENT MANAGEMENT
Correct and updated perception, through management indicators, of the work done by the organization.
QUALITY OF SERVICES PROVIDED
By promoting the highest performance of the entire organization, controlling deadlines, and the integrity of information, this system improves the quality of the service provided to the customer.
BETTER RELATIONSHIP WITH CUSTOMERS
The effective monitoring of the processes guarantees the transparency of the procedural execution and the information transmitted to the client.
INTEGRATION CAPACITY
All Document Management modules can be integrated and with other Quidgest solutions, allowing information sharing and homogenization of procedures.

With an unlimited licensing option, this modular document management system is prepared for the most significant challenges and constant changes of the leading organizations in their area of activity.

ABOUT

Quidgest is a global technology company headquartered in Lisbon and a pioneer in intelligent software modeling and generation. Through its unique generative AI platform, Genio, develops complex, urgent, and specific systems, ready to evolve continuously, flexible, and scalable for various technologies and platforms. Partners and large organizations such as governments, multinational companies, and global multilateral institutions use Quidgest’s solutions to achieve their digital strategies.

FUTURE-READY SOFTWARE

GENIO

Data Protection Management

Human Resources

Risk and Compliance

UPTO – Legacy systems update

ViRVi – Digital Twin

SITE

Customer Ombudsman

CONTACTS

R. Viriato, 7
1050-233 Lisboa | Portugal
Tel. +351 213 870 563
quidgest@quidgest.com