The document management process can be discouraging. In many companies, a call from a supplier asking them to check the status of payments, or an auditor asking them about a five-year-old contract, forces employees to frantically search through documentation.

Fortunately, paper documents are slowly falling out of use, and electronic documents are becoming the new norm. Electronic Document Workflow Management (ECM - Enterprise Content Management) systems, cloud data storage and mobile technologies give companies new opportunities, and new solutions, such as audio and video files, or orders placed via social networking sites, make the traditional workflow of paper documents disappear. to the past. This change makes it worth verifying the approach to such an important issue as documents in the company.

Electronic document management (ECM) procedures are a set of specific strategies, processes and tools that allow a company to effectively collect, organize, store and deliver critical information to its employees, business partners and customers. These systems differ from each other because they allow to process different data, but they still focus on managing documents stored in the repository, as well as using the collected information to support and implement business processes. The right ECM system allows you to automate processes, increase efficiency, facilitate work and improve cooperation between company departments and employees.

In most cases, companies implement ECM procedures to reduce the cost of document storage and protect them from destruction. However, ECM systems also have other advantages, such as data integration, process control, or supervision over user authorizations. Modern, development-oriented companies use ECM capabilities that go beyond simple document management, because these systems ensure secure, confidential and economical exchange of documents, and also provide the ability to analyze the collected data.
 

ECM systems improve data flow through document management and process automation. They also make it possible to eliminate inefficient procedures, reduce costs and meet regulatory requirements, such as the provisions of the GDPR.
ECM software is specifically used for:
 

• Automation and supervision over the payment process. ECM systems allow users to assign, distribute and approve orders placed, control packing slips and invoices, thus reducing delays in payments and increasing the company's financial liquidity.
• Automation of payment obligations. ECM systems provide instant access to placed orders, approved invoices and bills, thus reducing payment delays.
• Contract management. ECM systems enable users to collaborate remotely and ensure contracts are reviewed, edited and approved on time. They can also automatically notify the appropriate people when contracts in development require their approval.

Automation of the work of the human resources department (HR). ECM systems allow you to eliminate the need to keep employee records in paper form, streamline the process of hiring new employees, optimize the organization of data related to human resources, and also guarantee compliance with the company's procedures and requirements of the GDPR Personal Data Protection Act.

Netia Paperless allows you to digitize business processes, from handling correspondence to accepting invoices. The Paperless system is constantly being expanded with new functionalities and already offers:
 

• The Paperless Mailroom office module with an automated, simplified system for handling electronic and paper correspondence, which allows you to register and transfer documents instantly, regardless of the addressee's location.

• Secure, electronic document repository Paperless Safe that allows access to documentation from anywhere in the world 24 hours a day. Paperless Safe allows you to:
• search for documents according to specified parameters
• deliver the original on request
• control access to documents thanks to an extensive authorization system
• log all events related to access to documentation

• Electronic signature of Paperless Signature documents using handwritten signature technology based on signature biometric data registration procedures, such as: signature style, pressure and signature speed. These data, together with the geolocation or photo of the identity document, allow you to reliably confirm the authenticity of the signature.
• Optimization analysis, the purpose of which is to examine the document circulation system in the company and the processes related to these documents as part of the Paperless Analysis service.
• Paperless View reports

• Paperless Move distributed sales network management system that allows you to:
• o create graphical models of sales and customer service processes
• o handle processes and documents using a tablet
• o quickly enter data, e.g. using automatic recognition of data from identity documents and submit them to superiors for approval

• o Ability to connect to external systems using the built-in API protocol

Netia Paperless is:

• Szybka obsługa zamówień i realizacja zadań dzięki automatyzacji dokumentowania działań biznesowych oraz integracji z systemami IT.
• Niższe koszty będące rezultatem skrócenia czasu realizacji zadań.
• Bezpieczeństwo firmowych danych, wynikające z centralizacji dokumentów, rejestracji działań w systemie oraz rozbudowanego systemu uprawnień.

ECM systems offer a lot of functionality, but not all companies need so many components of ECM solutions right away. We will help you choose the most suitable solution for your company.  
We invite you to contact us.
 

Electronic document flow management systems are becoming an increasingly important element of business operations and are also becoming more complex. Financial fraud and data breaches, as well as regulations designed to prevent them, have made effective data management essential not only for compliance purposes, but also to protect the interests of the company. In addition, enterprises now want to effectively use their data in Business Intelligence (BI) and Business Analytics (BA) applications, which - based on available information - help them make informed business decisions.
What's more, by reducing the complexity of paper documents and creating a well-organized, secure repository of unstructured data that takes into account business needs, you can increase the effectiveness and efficiency of your business. Companies that do not implement ECM systems risk lost time and productivity, reduced efficiency, and potential non-compliance with rules and regulations. They also run the risk of losing information if their data is not stored securely. This, in turn, can lead to significant business disruptions.
Other benefits offered by ECM systems include:
 

• Effective knowledge management (KM) that allows companies to create, share and optimize knowledge and content stored in the ECM system.
• Modern algorithms for searching and analyzing data provided by the ECM system allow you to specify search scopes and parameters, thanks to which users receive narrowed search results and can effectively find the information they need.
• ECM systems allow you to structure documents in such a way that there is only one final version in a secure repository. This reduces the risk of data duplication and ensures that the entire company has access to approved and reliable information.
• ECM systems reduce business operating costs by automating processes that were previously done manually, reducing fines for non-compliance, minimizing document storage needs, and reducing postage costs.

And also:

• They allow you to reduce paper consumption.
• They streamline all business processes.
• They reduce the risk.
• They optimize efficiency by making the right information available to the right people when they need it.
• They improve the quality of customer service.
• They improve the decision-making process and the company's ability to effectively seize opportunities as they arise.

A good ECM system can streamline business processes, eliminate bottlenecks, optimize security, maintain operational integrity, and minimize overhead costs. All of this can lead to increased business efficiency.