Many employees can be easily overloaded by unorganized, piles of paper forms. Documents can seem to disappear increasing their processing time and introducing large, unnecessary delays.
The increasing demand for the timely and accurate management of documents of all kinds will only get larger in the near future further distracting employees from focusing and meeting their objectives.
Business processes can be optimized in your company by utilizing SITEFORUM's document administration & management capabilities. With SITEFORUM, you can implement the following business processes:- Documents of all kinds arrive at the Company's post office/secretary. The person in charge scans the postal document and creates an electronic version. This is then saved on the server in a predefined area, e. g. in the folder "postal documents" using SITEFORUM.
- Accounting checks this folder every day, selects certain documents, assigning the document to a specfic person in charge and / or corresponding officer saving these assignments with SITEFORUM's document management system.
- This is the beginning of the workflow, for this document's management which is fully integrated with SITEFORUM. This new document is then available for the assigned employee and they can be immediately notified via email that a new document is ready to be edited / processed.
- The employee logs on to SITEFORUM and the document management system ensures that the document(s) are make available only to the person who has been assigned specifically approved document access rights. Emmployees are only allowed to see, edit, and / or management documents for which they have been assigned specific acces rights. They cannot access other files for which they have not been assigned access, edit, and / or management rights.
- The employee is now about to work with the document(s):
a) They can certify that all is correct, edit them, if necessary and forward them to the next assigned person in the business process.
b) If the documents need extensive editing and / or corrections, they can add notes and send the document(s) back to the accounting for further processing prior to approving the next step in the business process. - After a confirmation and approval of accuracy and completeness of the edited / modified document which is handled with specifically assigned rights within SITEFORUM, the next person (perhaps an Officer with final approval rights) would bel automatically alerted by an email that a finalized document is ready to get released or forwarded. Again, they log in to SITEFORUM and using the appropriate document access rights, approve, authenticate, and / or edit the document.
- The document can then be forwarded on in the defined business process or sent back for further corrections and / or processing. The document, edits, approval process, and employees involved are all tracked and all revisions / corrections to the document(s) are recorded, stored, and managed.
The entire document flow and / or business process is fully definable and may be changed as needed. Documents may enter your system into SITEFORUM in multiple ways from being scanned, as in the example above, or entered directly, or as an attachment to an email.
SITEFORUM's document management system can be adapted to match your business processes.
The advantages of document management are well known. Having full traceabilty, on demand, in which the complete status of a document is monitored, employees assigned to editing, who has current responsibility, who has added notations and / or edits, and who in next in the business process ensures that documents get processed according to your business processes and do not get 'lost' in the process.
Stacks of paper moving from desk to desk is eliminated. Employees gain more control of the process, documents are handled quicker with increase responsibility and accuracy. Documents do not get lost, do not go to inappropriate employees and your business processes are followed, monitored, and verified. Document management is optimized and becomes more effective and efficient.
If you have any questions or would like further information, please give us a call +49 (0) 361.66 61 58 10 or, better yet, send us an email tosales_eu[at]siteforum.com.
