DOXiS Records Management
DOXiS Records Management provides powerful functions for process-based records management and supports the whole range of records-based processes. Electronic records are managed in a flexible, standardised and highly efficient manner along with rest of a company’s documents. The tight integration of DOXiS Records Management in the DOXiS iECM Suite – with DOXiS Archive and DOXiS Workflow – and the use of open interfaces ensures an efficient realisation of customer requirements.
Fields of application
The area of records management holds significant potential for optimisation within companies, organisations and administrative authorities. An electronic records solution resolves a large number of restrictions connected with the use of paper-based records, which lead to disadvantages in terms of flexibility and efficiency in the day-to-day work with written documents.
Some examples
- Paper records are not immediately available, but must usually be requested before they can be processed. Transport and waiting times are correspondingly high.
- Paper records cannot be used or processed by more than one person at a time (single access).
- Users cannot search for records themselves directly.
- The costs connected with managing deadlines for resubmission, archiving and retention are high.
- Where registries, card indexes and directories are used, meta information is entered more than once in order to make it possible to search using different criteria. The problem with this is obvious: unnecessary redundancy. At the same time, clarity within the archiving and access system is lost. The time and effort involved in the repeated generation of metadata is high.
- Determining the whereabouts of a record is difficult because paper records are often passed from one user to another without the office in charge of managing the records being informed.
Like the introduction of electronic archive and workflow components, introducing an electronic records solution based on DOXiS Records Management revolutionises records management. Electronic records solutions can be used in a wide range of fields. Typical fields of application include:
- Public administration
- Sales (customer records)
- Procurement (supplier records)
- Health care (patient records)
- Human resources (personnel records)
- Banking (credit records)
- Technical areas (project records)
- Insurance (inventory records)
- Courts and law firms, etc.
Highlights of DOXiS Records Management
- Realisation of electronic records solutions for comprehensive management of all written documents
- Generalised records concept: electronic records as carriers of all kinds of information and documents
- Integrated DMS functions: records storage and retrieval, processing, version control, history, etc.
- Customised definitions using record models
- Use of organisational models and authorisation rights for records
- Combined management of electronic records and paper records
- Direct link to DOXiS Archive: Audit-proof storage of documents and records
- Optional: DOXiS Workflow connection, providing access to e.g. scheduling, deadline and resubmission features
- Far-reaching integration and customisation options
