Document Management

We offer the creation of infrastructure for company's document management and administration as an efficient tool for the company management, which will provide all your employees with continuous access to information.

It provides

• a project solution for the systematic collection, delivery, administration and processing of all types of information generated by all types of companies
• a modular solution for managing company's processes and documents (content).
• standard international technology for company's content management
• overall and specialised solutions

Lower costs

• eliminates duplicity in data entries and errors occurring during the integration with clients' business applications
• minimises costs for the creation of duplicates and hardcopies
• reduces physical storage of documents
• saves time when searching for documents and important information

Productivity support

• provides information to the right person at the right time
• facilitates communication between inh2idual company departments
• manages business processes using the automated Work Flow system

Individual solution

• the solution is always customer-made to suit the customer's needs
• it grows along with the customer's requirements
• operating the system is intuitive and easy

Products and services

• documentation audit
  analysis of your current situation and a proposed solution concerning both software and hardware required for work with documents
• print audit
  analysis of your current situation and a proposed solution for print capability under minimum costs
• digitalisation
  translation of documents from their conventional printed form into an electronic format
• Content Management (Document Management)
  the storage, retrieval, delivery, modification and administration of information, with continuous access
• electronic archive
  the secure storage of documents in electronic form in an optical library, with rapid search engines
• filing system
  reception, sorting, circulation, registration, processing, storage, destruction and archiving of written documents, publishing and distribution of information
• print solution
  easy-to-use processing of printed outputs from the systems such as SAP, BAAN, Navision and others
• electronic exchange of documents
  fully automated communication with customers, suppliers and employees
• e-business
  creation of internet stores and company presentations
• administration of standards and directives
  creation and change management of ISO standards (ISO 9000, ISO 14000) as well as other interdepartmental standards and directives
• extraction of data from documents
  automated data gathering from forms and documents without the need to duplicate

Diagram of the service

• Corporate portal
  By creating a simple computer environment - a corporate portal - you gain immediate access to all information stored in any integrated IT system. The portal is an access gateway to all published documents and organisation information regardless of the source information system. Its subject-related navigation and search system ensure easy orientation and fast access to information for all authorised users.
• ERP - Enterprise Resource Planning
  CRM - Customer Relationship Management
  The basis for the information system within a company is usually an ERP. Along with a CRM system, it creates an essential part of the company's management. All other components are document integration modules. The general solution may contain either a single module or an overall solution as illustrated on the diagram.
• správa a úložiště dokumentů (administration and storage of documents)
  

  This is the heart of a comprehensive and fully integrated system. In a virtual manner, it cooperates with all the corporate and business applications so that the stored information can be used in the most efficient way. It provides:

  • automatic content assessment
  • organisation of information
  • access to information
  • use of information
• komunikační platforma (communications platform)
  The communication platform is the main tool for reduction of costs arising from your business communication with customers, suppliers or employees. It provides all forms of communication - print, fax, e-mail, mobile equipment, internet, EDI, XML and others. However, you don't need to change your current IT structure at all. The management of critical points in business communications carried out through this sophisticated platform will have a definite impact on your competitiveness as well as your financial results.
• správa norem a směrnic (management of standards and directives)
  This system provides an overall automation of the lifecycle of all forms of standards issued within the organisation (work processes, notices, directives, all types of ISO standards - 9000, 14000, 18000) from the point of their creation, approval and change management t up to the electronic distribution of new versions to respective employees in accordance with a distribution list, as well as the immediate publication of valid versions of standards on the company intranet over to archiving, automatic validity checks and removal of void versions.
• řízení podnikových procesů (management of corporate processes (Work Flow))
  The Work Flow is an efficient tool for controlling the flow of information within the organisation. It is used for the automation of work with documents that are being processed by several people at a time, and thus the activities need to be properly coordinated. It automates the approval of orders, contracts, requests for business trips, etc. It is integrated with a mail client, which is a tool allowing communication between several parties in order to provide information and urge the performance of tasks. At the same time, it enables the monitoring and supervision over the Work Flow.
• správa požadavků a připomínek (administration of requests and comments (Help Desk))
  This system provides the means for keeping records of requests and comments as well as the tasks arising from them, and the persons in charge of their solution. It also monitors the status of completion and checks the deadlines. Comments on once resolved problems are stored in a knowledge database, which facilitates the solution of similar problems that may occur in future. The knowledge database sorts the inh2idual issues out into categories and thus enables the searching under a large number of attributes.
• správa zápisů a úkolů z porad (administration of minutes and tasks from meetings)
  This system offers an automated creation of minutes for various types of meetings as well as creation of easy-to-use databases of the minutes. It ensures their accessibility by authorized employees over the company intranet. Tasks listed in the minutes are distributed automatically to the central database of tasks and assigned on to inh2idual employees. The database of tasks provides the management with a tool for filtering and searching for tasks according to selected criteria (e.g. type of meeting, person in charge, pending tasks), as well as monitoring the current status of tasks' fulfilment.
• spisová služba a elektronická podatelna (filing system and electronic registration office)
  This application enables consistent centralized registration of all written materials issued within the organisation, management of the documents' flow including their monitoring in real time), support of assembled documents, automated formation of versions and recording of the processing history. While being processed, the documents are organised into files, folders and storage units. Systematic preparation for shredding and elimination of written materials is also a part of the system. The entire application fully respects all legislative rules concerning the archiving and filing systems.

Electronic archive

Do you need to find a way of how to archive your business documents and other materials you would like to work with later on? Choose the electronic document archiving module, which can be subsequently developed further on and connected to other modules. In contrast with any conventional companies where up to 95 % of the documents are still on paper and therefore inaccessible, the electronic archive provides employees with immediate and easy access to any relevant information at any time.

• characteristics
  It provides safe and long-term storage of documents of various electronic formats on a large-capacity recording media with the option of rapid and repeated search, browsing and any other types of work with the archived documents.
• basic modules
  • scanning module - translation of document into electronic form (formats: bmp, tiff, jpg, etc.)
  • import module - transmission of scanned data into the system
  • documents definition and identification module - indexing of documents for storage and sorting
  • archiving module - actual storage of documents
  • processing module - search engines, display, printing, export, electronic forwarding
• properties
  • documents are distributed in electronic form
  • documents are saved on electronic media
  • documents are thou roughly registered
  • documents can be shared by several employees at a time so that they are able to work with them simultaneously
  • multi-level access rights system
  • rapid searching via key words or full-text
• advantages
  • immediate and non-stop access to information for all authorised users
  • faster document search
  • unified method of storage and archiving
  • constant quality of documents regardless of how many times they were used
  • safer storage of documents
  • reduction of costs for conventional archiving of printed material
  • no need of space for storing the paper files
  • easy implementation and compatibility with the majority of commercially used systems

Operating platform

• operating systems of Windows or Unix platforms
• SQL type databases (Microsoft SQL, Oracle, etc.)
• Windows client station, internet browser (Internet Explorer, etc.)
• the system is compatible with SAP

Implementation

The management of documents (i.e. the document integration) is a custom-made solution we implement for our customers from A to Z . We arrange for the supply of the licence for the inh2idual modules selected by the customer, provide consulting services, analysis (document audit), implementation and training of users.