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Document Management System (DMS)
Each document within the DMS is defined with :
-Unique barcode
-Metadata that describes the document (ex: creator, creation date,…etc.)
– An unlimited number of related attachments (Ex: images).
– Access Control List ACL (who can access the document and with what privileges)
– All this data enables the DMS powerful management and retrieval facilities.
Business Process Management (BPM)
-ECM+ has a powerful Visual Interface that allows building custom business processes quickly and with no-coding !
-With the simple drag and drop of rich input controls , different Activity e-Forms can be instantly created.
– A visual interface that enables the alignment of different activities in a path to create the business process flow of operation. And to determine who can access/process each activity.
-Auto-Task Routing /Assignment, When a process instance is started, ECM+ automatically assign process activities as tasks to the right employees following the design paths of the business processes.
Alternative Paths , While in progress, ECM+ may re-assign a task to another employee if a task failure or a process bottleneck is detected.
– Business Process Adaptation, At any time, a predefined business process may be changed/updated based on dynamic escalation actions to reflect the new business needs (ex: delete/add activities, change roles,…etc.).
Records Correspondence Management System (CMS)Management
In ECM+, when an employee creates a document (ex: through scanning ), he can freely transfer it as a task for further processing to another employee. This free transfer is considered a correspondence. ECM+ records and tracks these correspondences to monitor the life cycle of documents within the system.
-Task Creator: converts a document to a task.
-Task Viewer: Lists all tasks (incoming- completed-drafted)
-Content Viewer: View the contents in a selected document with integrated zoom in & zoom out capabilities for scanned images.
–Digital Signature Facility Via Wacom Devices.
Meetings & Issues Management System (MIMS)
-ECM+ Meeting & Issues Management Module minimizes time spent while maximizing the productivity of every meeting Creation, Printing, Follow up the Minutes.
Benefits:
-The CMS, the Issues and the BPMS are integrated in the same software package and can work seamlessly together.
–An employee can receive tasks freely assigned from the CMS or activity tasks from the BPMS & manage all these tasks together from the same Task viewer!
-An administrator/manager can also manage both systems from one single interface.
ECM+ Portal
-Centralized Document Management: An ECM portal provides a single platform to store, organize, and access documents, improving efficiency and reducing redundancy.
-Enhanced Collaboration: It facilitates real-time collaboration among team members, allowing for easier sharing and editing of documents.
-Improved Compliance: Ensures that all documents adhere to regulatory requirements by providing secure and organized storage.
-Increased Security: Offers robust security features, including access controls and encryption, to protect sensitive information.
Case study for project in Saudi
Case Study: Government Project in Saudi Arabia
Client: Arab Gulf football Federation
Problem:
– The authority faced significant challenges in managing vast amounts of paper documents related to citizens, employees, and administrative processes. Manual operations led to delays in decision-making, difficulty in accessing information, and increased risks related to information security and compliance with local and international regulations.
Objectives:
1. Digitize all paper documents to reduce paper usage and improve information access.
2. Enhance operational efficiency by automating administrative workflows.
3. Ensure compliance with local and international regulations regarding data protection and information security.
4. Increase transparency and improve the ability to track documents and government procedures.
Solution:
The authority implemented our Enterprise Content Management (ECM) system, which included the following features:
– Document Digitization: Using OCR technology to convert paper documents into searchable digital copies.
– Workflow Automation: Setting up automated workflows for managing administrative processes such as approvals, reviews, and certifications.
– Records Management: Providing an integrated archiving system for effective management of records and documents.
– Data Security: Implementing encryption technologies and access controls to ensure information security and protection from unauthorized access.
– Employee Portal: Creating an electronic portal for employees to easily access required documents and participate in workflows.
Results:
1. Improved Operational Efficiency: Reduced document processing time by 70%, accelerating decision-making and improving service delivery to citizens.
2. Increased Transparency: Enhanced the ability to track documents and government procedures, boosting transparency and accountability within the authority.
3. Reduced Operating Costs: Digitization reduced the need for physical storage, lowering storage and maintenance costs.
4. Enhanced Compliance: The system ensured compliance with local and international regulations regarding data protection and information security.
5. Improved Security: Strengthened the security of government information through the implementation of encryption technologies and access controls.
Conclusion:
The implementation of the Enterprise Content Management (ECM) system led to significant improvements in the operations of the local government authority in Saudi Arabia. All set objectives were achieved, resulting in enhanced operational efficiency, increased transparency, reduced costs, and ensured compliance and security.
* For more information on how our ECM solutions can help improve your government administration processes, please contact our sales team.
