A document management system will free up office space and provide data security by electronically storing documents in a compliant manner. Automating paper and manual based procedures will ensure faster, more consistent business processes with improved visibility and traceability.
Reasons a Document Management System Would Work for you
Are your documents stacked on shelves or packed into lever arch files? Taking up valuable storage space? Is your organisation vulnerable to information loss and compliance violations? Are you answering ‘yes’ to all these questions? A Document Management System is the answer for you.
Scanner Integration
Scanning documents can be a laborious multi-step process involving the scanner and computer. How and where to save the information? By seamlessly integrating with a Canon office printer or document scanner, this functionality can be set by default making the digitising of paper documents a quick and easy process.
Access Control
Are you worried that sensitive information can be accessed by personnel who do not have the authority to do so? Therefore Online document management software allows authorised users to only have access to documents applicable to them by integrating a single sign–on for Windows Active Directory, Windows Local Security and LDAP/SAMBA. Therefore ensures easily manageable and secure access control.
Audit Trail & Anti-Tamper Measures
Do you have transparency and control over who has accessed, saved, shared, printed or deleted any or all your documents? Therefore Online includes a complete audit trail of your document system; providing a comprehensive report on all actions performed with each document. The system verifies the authenticity of documents through a saved digital signature each time they are retrieved.
Manageable Folder Structure
Do you regularly stop to wonder into which folder to save a document? Do you ever just drop it into an unmanageable general folder? To file documents in a logical way so that they can be easily managed and quickly retrieved, invest in a feature-rich document management system like Therefore On-line.
Retention and Destruction Policies
Are you sure your company is retaining financial, legal and HR documents for the required duration by law? Has information that you are not entitled to hold been deleted? You can set retention and destruction policies within your Therefore Online document management software according to the specific regulations for each type of document.
GDPR Compliance
Are you worried that your company is not fully conforming to GDPR in securing sensitive and personally identifiable information? Therefore Online document management software has been independently and expertly audited to attest that Therefore enables clients to comply with the data protection requirements as per the EU General Data Protection Regulation (EU GDPR).
Cloud based
Is your current document system located in an outdated on–site server which is expensive and time-consuming to maintain? Therefore Online is a SAAS (software as a service) based document management system which is fully managed by Cantec through Canon and hosted on the Microsoft Azure platform.
Version Control
Have you any way of identifying what version of a shared document you are viewing, or if, and when, it has been edited by a colleague? Version control of documents is critical, especially for shared information between various people or teams. Our document management system retains and tracks all previous versions, so if a document is altered accidentally or maliciously, the original is always available.
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Wherever you are in your digital transformation journey, our devices will help enhance productivity through:
Document Management System for Departments
How can a document management system increase the efficiency of your department? We can configure and customise Therefore to suit just about any departmental process or requirement, leading to streamlined operations, higher customer satisfaction and increased productivity.
Human Resources
Create a more streamlined recruitment process with efficient onboarding and off-boarding routines. Keep employee records secure, confidential and easily retrievable, while managing leave requests in a timely manner.
Finance
Automate the accounts payable process of invoice processing with workflows and automatic linking, while tracking payment histories and approvals. Automate payroll and integrate it with your existing ERP system.
Manufacturing & Engineering
Store content certificates securely and extract them efficiently. SOPs, training records, and all data pertaining to health and safety can be easily retrieved. Automate the process of Product Warranty Registration.
Contract Management
Approaching expiry dates are brought to your attention through an automated alert system. Version control will ensure the right contract is signed while e-signing services like DocuSign are automatically managed through native integration.
Customer Service
Use the digital binder feature to efficiently group customer documents ensuring the most up-to-date information is easily retrievable. Microsoft Power BI integration creates real time dashboards of customer data allowing you to advise instantly on the status of orders or requests.
Logistics
Create digital workflows for the approval of credit notes, invoices, credit notes and haulier payment. Maintain a comprehensive audit trail of all transport documentation and streamline your customer invoicing process.
Operations
Remote access capability, integration options, and multi-site architecture allow coordination in dispersed and globalised organizations. Microsoft Power BI integration creates real time analytic dashboards of customer data enabling you to quickly react to changes in operational metrics.