Document management system

A document management system that automated the processing of outgoing, incoming, internal documents, and orders and minutes as well

Functional capabilities

  • Incoming documents: processing of the incoming correspondence, reviewing, execution (answering), execution control 
  • Outgoing documents: processing of the outgoing correspondence, linking with the incoming document, approval and signing, support of document templates 
  • Internal documents: internal mailing, request processing, personnel documents, service notes, internal regulatory documents, etc. 
  • Minutes: processing of conferences, meetings, agreements, designing of question lists and decisions, approval and signing, support of document templates, execution, control of execution 
  • Employee’s personal account: a unified aggregation of tasks, documents, external sources links, business process catalogues 
  • Flexible configuring of document templates with the possibility of the automated filling with information from the document card 
  • A designer of approval, signing, and executing routes, with configuring execution control (including cyclic) 
  • Management and monitoring of the document lifecycle: creation, storage, file attachments, registration, approval, editing, signing, execution, archiving, transfer, versioning, etc.
  • HR module 
  • Employee assistance: manager-assistant and manager-substitute
  • Document approval: parallel, sequential, mixed 
  • Extended document search 
  • Enhanced access security measures – two-factor user authentication 

For more about all softXspace Business capabilities follow the link

Implementation results 

  • Financial costs for the paper document flow are reduced and time on document processing is decreased 
  • The time for approval and signing of documents is reduced from 2-3 weeks to 1 hour
  • Issues with data leaks are excluded due to the reliable storage of documents, including in the cloud 
  • Risks of mistakes while working on documents are minimized due to the standardization of all working procedures 
  • 100% fulfillment of assignments due to monitoring deadlines and timely performance of work duties
  • The convenient work of the bank experts in the system due to the clear and intuitive interface

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