FileTrackerIoT is an electronic document management system that tracks physical files and enables electronic documents to be attached to each file’s database record, so that staff can view files on their computers.
The Electronic Document Management System Workflow
Core Capabilities of our Electronic Document Management System
Robust search
Search a document by its name, data entry or content. Built-in Elasticsearch and basic full text search.
Secured Access
User login with password. Role-based access and rights. Controlled access for folders, document sets, workflows and metadata.
Easy Sharing
E-mail a document as an attachment to a DMS User or external recipient or share a time-bound encrypted link for document .access
Graphical Dashboards
Get statistical information about document upload, indexing, workflow status and all document related activities on the dashboard.
Encrypted Storage
Upload a bulk of documents in one go, upload documents with the easy drag and drop utility. Auto-encrypt documents to prevent unauthorized access.
Advanced Workflow
Formulate workflows as per specific requirements. Automate alerts, email triggers. Make provision for escalations and deviations to streamline processes.
Document Indexing
Indexing includes document categorization and data entry. Document categorization (metadata) helps to spot a specific type of documents while data entry takes a user to the exact document.
Document Sets
The solution auto-links multiple documents to one record and shows them as a single set or file. Although the physical location on the DMS may be different, documents can be viewed together at one go.
Vastly speed and improve business operations by reducing dependence on physical records
Standard and Customized Workflows to Transform your Business
- Document Scan or Upload
- Document Enrollment and Approval
- Define Workflows for all Documents and Processes
- Map Users to each Step of Workflows
- Scenario-based User Roles with Workflows
- Deviations Identification and Mapping
- Escalation Matrix for Workflow Processing
- Business-rules based Workflow Execution
- Document Storage within Folder/Document hierarchy
Standard and Customized Workflows to Transform your Business
- Document Scan or Upload
- Document Enrollment and Approval
- Define Workflows for all Documents and Processes
- Map Users to each Step of Workflows
- Scenario-based User Roles with Workflows
- Deviations Identification and Mapping
- Escalation Matrix for Workflow Processing
- Business-rules based Workflow Execution
- Document Storage within Folder/Document hierarchy
User authorizations and responsibilities are defined at time of system setup and can be modified in future
Real-time tracking of workflow activities
Automated alerts to prompt Users to perform tasks
Automatic notifications to related Users and Supervisors for organization-wide awareness
Customized dashboards providing each User and the organization with analysis of tasks and workflows
Digitization of Existing Records
- TrackingSystemsIoT provides expert consultation and support for scanning and indexing existing records for ingestion to the electronic document management system
- Records can be digitized in-mass as a part of a project’s execution or can be digitized day-forward based on available resources and prioritization
- We provide complete, expert teams to provide onsite or remote scan and index services at large scale and fast pace
Digitization of Existing Records
- TrackingSystemsIoT provides expert consultation and support for scanning and indexing existing records for ingestion to the electronic document management system
- Records can be digitized in-mass as a part of a project’s execution or can be digitized day-forward based on available resources and prioritization
- We provide complete, expert teams to provide onsite or remote scan and index services at large scale and fast pace
Establish Folder and Document Hierarchies
- Organize electronic folders, subfolders, documents and document pages so Users can optimally and efficiently utilize the electronic document system fully and with confidence
- Define document management organizational structures based on folders, subfolders, document-types and documents
- Staff can more easily utilize electronic records than physical records, but with organization structures that are comfortable and understandable to Users
Establish Folder and Document Hierarchies
- Organize electronic folders, subfolders, documents and document pages so Users can optimally and efficiently utilize the electronic document system fully and with confidence
- Define document management organizational structures based on folders, subfolders, document-types and documents
- Staff can more easily utilize electronic records than physical records, but with organization structures that are comfortable and understandable to Users
Business Process Automation
- Reengineer paper-based workflow processes through the use of electronic forms and workflow automation
- Software includes robust diagram-based workflow design tool to identify staff responsible for tasks, for approval of tasks and each step of workflow processes
- Built-in analytics and alerts to ensure that tasks and workflows are being processed according to standard operating policies and with defined approval standards
Business Process Automation
- Reengineer paper-based workflow processes through the use of electronic forms and workflow automation
- Software includes robust diagram-based workflow design tool to identify staff responsible for tasks, for approval of tasks and each step of workflow processes
- Built-in analytics and alerts to ensure that tasks and workflows are being processed according to standard operating policies and with defined approval standards
Retention Management and Archiving
- Establish document-life cycle definitions including active, inactive, archived and final disposition
- Fully comply with internal and external legal, regulatory and financial guidelines and mandates relative to document retention and final disposition
- Minimize online storage requirements and reduce legal risks by external archiving and destruction of documents according to life-cycle policies
Retention Management and Archiving
- Establish document-life cycle definitions including active, inactive, archived and final disposition
- Fully comply with internal and external legal, regulatory and financial guidelines and mandates relative to document retention and final disposition
- Minimize online storage requirements and reduce legal risks by external archiving and destruction of documents according to life-cycle policies
Out-of-the-box fully customizable electronic document management system
Stop looking and waiting for paper files – Utilize electronic records with ease
