Document Management System Attributes

Document Management System Attributes
Global KAP’s document management systems/solutions can provide your organisation with storage, version control, metadata, security, indexing, retrieval, collaboration, integration and the best in class search capabilities.

Metadata
Metadata is available in the suit of Global KAP’s solutions. We will train you how to use these features to the best advantage for your organisations information/content.

Integration
If you would like to learn how to integrate to Siebel, SalesForce or other CRM software solutions call Global KAP today. If you need to integrate with other solutions such as Documentum, Vignette, SharePoint or other document manage solutions or Systems such as SAP or Outlook call Global KAP today.  Integration may use standards such as ODMA, LDAP, WebDAV and SOAP.

Capture
Users of Global KAP’s document management solutions can capture content in various ways, including importing from other systems or formats, creating new content and re-using content like images or attachments from repositories. If you need to have internal and external contributors or users create or modify content then you need to speak with a Global KAP consultant today to find out how to save time and money in this area.

Search and Retrieval
With the best-in-class search engines in the market you will have the power to beat your competition in the creation and retrieval of documents allowing you to spend more time on what matters such as creating better content and engaging with your clients more successfully.
With a range of dynamic searchable attributes and controls tailored to help you save time in finding content or documents in the document management system, you will able to better adapt to the changing needs of delivering what your customers want, in the most appropriate way.

By allowing Global KAP and your organisation to develop a content taxonomy and categorisation you will have the backbone of your solution built to use now and into the future.

Distribution
How documents &/or content are distributed depends on the processes to be followed. This includes mandated processes or procedures from legislative bodies or enforceable laws, or frameworks which include Sarbanes-Oxley (SOX), IFRS, ITIL and HIPPA.

Security
Document security is essential for document management systems/solutions. Do you need documents or information to not be accessible by your IT department?  Then you need Global KAP to show you how to this is possible.  Do you need to meet compliance requirements for certain documents in industries such as health, financial service, law, investment management and defence? Let Global KAP show you how to manage compliant documents in half the time at half the cost today.

Workflow
For following the workflow processes in a document management system to facilitate the best outcome for your organisation, you need to identify all the steps and roles required.

Contributors or roles could be:

• writers/content creators
• co-writers
• publishers
• drafts persons
• sale representatives
• approvers
• comments
• reviewers
• project/bid managers
• administrators

Having the right workflow which includes the right alerts and steps will give you a defined and measurable system which works efficiently. Rules based systems are extremely effective and allow your organisation to have appropriate checks at all the right points. Ask Global KAP how to deploy such a system today.

Collaboration
Bringing your team together working as one, on the same document or on many documents requires a proven collaborative document management system.

Global KAP’s document management systems are web based solutions which allow your organisation to collaborate internally or externally with partners regardless of location. You can invite contributors to work on one singular document, creating synergies that increase the quality of your content, and graphics as well. You can create assemblies to manage each build of a document or content into a document no matter the size or the number of sections.

Collaborating versus collation is the new reality. With the ability to work on the same document simultaneously rather than in bits/pieces you reduce the time it takes, and you are able to have many roles working together rather than waiting for each individual role to complete their task. This becomes more important the more complex the document, content or workflow. With centrally driven document management systems which control versions and workflow your quality should improve and your productivity increase. In the case of sales revenue generation, your win rates should increase.
Collaboration is key to whatever document you are producing, whether a tender, financial report, report, manual, procedure or policy. The majority of your time sensitive and business critical documents require collaboration with many stake holders involved as well as KPI’s which are attached to outcomes.
Collaboration means version control, security, content creation and management are addresses so streamlined processes are adopted and up held to deliver easier and better or increased outcomes.
Help is at hand...  Call Global KAP today for a demonstration of the leading global document management solutions.

Version Control
Version control is a process by which documents are checked in or out of the document management system, allowing users to retrieve previous versions and to continue working from a selected point. Versioning is useful for documents that change over time and require updating, but it may be necessary to go back to or reference a previous copy.

Promulgation or Production
At the end of the document creation process you will need to produce or promulgate your documents from your document management system exactly as your organisation mandates. This requires incorporation of your branding and navigation from your authorised workflow to ensure approval of all steps as stipulated by your organisation. The larger or more complex the documents which your organisation works on or publishes the harder this can become. We can show you how to promulgate your documents in the click of a button no matter what size the file is, in the correct branding using the most up to date content/information.

To learn about Document management processes click here.