Enterprise Content Management represents a main line of business for SDC, a field in which the company has extensive experience. [read more]

Enterprise Content Management represents a main line of business for SDC, a field in which the company has extensive experience.

 

The Document Management (DM) Division of SDC has over the last ten years managed to develop one of the most trusted DM products in Romania, one that is certified internationally and acknowledged for the innovative elements it has introduced since entering the market. eDoc quickly managed to carve out a niche among the competitors and to consolidate its position, earning the trust of clients from various sectors of the economy.

 

Besides the product in itself, SDC also offers a full range of systems implementation consultancy, development of personalised solutions, electronic archiving, training, and technical assistance to all its clients, services that are tailored to meet the requirements of each individual organisation. We have specialists with experience of document management projects in industries that include telecommunications, utilities, and energy.

 

"Flexibility and modular structure make eDoc a product that can meet the demands of any organisation that works with documents and information and needs to optimise its activity flows. Each project implemented by SDC has a high level of customisation. The products we create can easily be adapted to any requirements.” Mihai Popescu, Director General, SDC

[close]

 

The use of a DM system implies a significant reduction in costs, the time spent looking up documents, and the space needed to archive them. [read more]

Currently, more than three quarters of the total volume of information that circulates within a company is stored in electronic format. Of this information, more than fifty per cent is in an unstructured form (office documents, e-mails, images, etc.). This makes the existence of a document management system indispensible for any organisation. Bearing in mind the fact that staff that work with documents are distributed at all hierarchic levels, a document management system must have a user-friendly interface, one that is accessible to all and able to streamline communication processes in various areas of activity.
The implementation of a DM system allows companies to achieve a high level of efficiency with regard to workflow and profitability, information security, and enhanced data storage and archiving capacities.

 

The use of a DM system implies a significant reduction in costs, the time spent looking up documents, and the space needed to archive them.
Consequently, it becomes clear that for any organisation the implementation of a DM system represents a competitive and strategic advantage in a marketplace where efficiency and reduced costs have become decisive factors. With such a solution, your company can take steps towards achieving a higher rate of growth, with immediate effects, based on a strategy that involves positive measures to attain enhanced competitiveness. In the pages that follow you will find more details about the advantages eDoc can offer your business.

[close]

 

eDoc is a developmental/functional medium for document management that has multiple applications. A product initially certified by Lotus Development Corp. and then by IBM, eDoc includes tools for the rapid implementation of document flows and for the administration of complex and dynamic organisational structures. [read more]

eDoc is a developmental/functional medium for document management that has multiple applications.
A product initially certified by Lotus Development Corp. and then by IBM, eDoc includes tools for the rapid implementation of document flows and for the administration of complex and dynamic organisational structures.

 

eDoc has a modular structure and enjoys an enhanced level of security. Using eDoc, the human resources a company requires in order to administrate document management systems are significantly reduced. The benefits include a reduction in costs and energy consumption, and elimination of problems and costs connected with space. eDoc has been interconnected with electronic archiving systems in conformity with the stipulations of current Romanian legislation (Law 135/2007).

 

Main applications:

1. Records
2. CRM (Customer Relationship Management)
3. eQuality
4. Purchases
5. Contracts

Document registration

This provides tracking of all the documents that enter and/or are created within an organisation. The application allows each authorised member of the organisation to know the status of a document and where it is located at any given time. Besides the well-known Secretariat Decisions and Tasks modules, in version 3.0 you can also find two new modules: Contracts and Supply/Demand.

 

CRM

(Customer Relationship Management) provides management of documents exchanged with partners (tenders, offers, orders, faxes etc.), and enables durable and profitable relationships to be built with these partners

 

eQuality

allows management of documents specific to the implementation and maintenance of systems such as Quality Management System; Quality and Environmental Management System; and Quality, Environmental, and Work Health and Safety Management System

 

Purchases

allows tracking of “Purchase Request” documents from the moment they are submitted to the moment the goods in question are purchased

 

Contracts

handles contracts with partners, with the aim of optimal management of operational department activity, above all Supplier Contracts department tracking

 

Maintenance and development

In order to manage the development, configuration and administration requirements of DM documents, eDoc 3.0 offers a configuration architecture structured according to the following tools: [read more]

 

Functionalities for solutions

1. An integrated system with electronic messaging for rapid and secure communications inside the organisation
2. Tracking of a document’s status within the organisation at the various stages through which it passes. Record-keeping of the way in which every document is dealt with. The system allows each authorised member of the organisation to track the location and status of a given document at any moment
3. Document circulation in conformity with the decision-making flows defined by the administrator of each application, allowing the user to approve or reject a document
4. Standardised creation, distribution and circulation of internal documents and information within the organisation, as well as documents generated by other organisations, guaranteeing the highest standards of security and confidentiality
5. User identification and tracking of the points in time when documents were created, consulted, modified or erased

eDoc 3.0 introduces a series of new functions

The web interface is compatible with the most common e-browsers.
Users are not required to have Lotus Notes installed. The client can access the applications even when he is not in the office.

The attachment zone is completely new. All the attached files are stored in a different database. It is possible to attach large files without the constraint of having to archive the work base at short intervals.

The speed of the application is faster, avoiding rapid congestion of the database.

Files can be attached manually or introduced into the system via a scanning and text recognition module. The user can integrate the system directly with a scanner, and is not required to upload the file manually into the application. The steps of document introduction and/or completion of document metadata can be automated.

In the Secretariat module, a document can be sent for resolution to one set of users at the same time as information to another set of users.

It is possible to define hierarchical flows according to the organisation’s business rules. Attached files can be entry and exit documents, with attachment being carried out in different zones.

It is possible to classify various attached files. More detailed reporting can be implemented. Documents can be inter-related by means of referencing.

Documents can be tracked more easily, and it is possible to create a history of references for documents introduced into the organisation.

All reports are exported in files structured in csv format.

It is possible to operate with MS Excel with ease, and to work directly in Office suite with data from the application.
It is possible to classify documents as secret, and even to add differing levels of secrecy to classified documents.

Only authorised personnel are able to view documents tagged as work secrets.

eDoc integrates with network multi-functionalities, allowing capture of scanned documents and their launch into the flow. Each scanned document is allocated a unique registration number, thereby allowing centralised searching both in the physical and in the electronic archive.

eDoc sends e-mail notifications to flow participants as soon as the document enters circulation. Likewise, the application also supports automated actions on expiry of the document (the document is sent to the next addressee in the flow unless it has received a response within a certain timeframe).

For organised communication

E-mail management

 

At present, the information that accompanies any business process is almost entirely transmitted via e-mail, including offers, the minutes of meetings, purchases, etc. Although e-mail has become an important tool of communication, the classic management tools for information conveyed by this channel are deficient, especially when they are used for business operations.
For example, e-mails referring to a particular project are stored in an inbox without the rest of the team involved in this project having access to them when required. Likewise, it is often the case that an e-mail is printed out to serve as a basis for decision-making or processing. Another problem is the loss or erasure of important, older e-mails after a certain period of time.
Through eDoc, all these issues are solved in such a way that information is made accessible to authorised persons and data is stored safely, eliminating the risk of accidental erasure.

 

The Internet

 

The revolutionary transformations the Internet has wrought in the business world have profoundly affected the way in which we relate to this medium of communication and information. Transactions are today conducted via the World Wide Web, thereby simplifying and significantly reducing the amount of effort involved in the operations we use it to carry out. eDoc offers an enhanced level of flexibility via its connection to the Internet. If a company wishes to develop a communications platform as a support for collaboration with its partners, access to the Internet is required. eDoc makes this possible, without requiring complicated configuration operations.
Maintenance and organisation of documents within the framework of such a portal does not require web design knowledge on the part of the user.
The Internet is likewise used to access the central document archive, via an ordinary web browser.
The user can navigate within the archive, create new documents and carry out advanced searches. Employees can check what stage active tasks have reached and effectuate approvals or modifications.
In the context of the activities that unfold within a project it is often more practical for employees to receive an e-mail with a link to access data.
In this way, it is not necessary to send the entire document, as it can be viewed by means of the link. This saves storage space in the e-mail inbox and guarantees that all authorised personnel will have access to the document in the central archive.

[close]

eDoc has created high-performance, intelligent mechanisms for information retrieval. Information searches based on criteria can be configured depending on the specific nature of your business. [read more]

Rapid search

One of the problems that directly affect the activity of any employee, be it a question of a manager or a functionary, is the constant need to indentify and retrieve the information and documents he needs in order to carry out his work. Because all too often an employee wastes a lot of time in such document retrieval, due to a lack of the proper tools, the need arises for a system that will optimise and facilitate such operations in the most efficient way possible.

 

To answer this need, eDoc has created high-performance, intelligent information retrieval mechanisms, which guarantee short response time, leaving employees with the time to concentrate on their tasks and achieve their goals. To extrapolate, we might say that this principle also operates at the organisational level, with remarkable results. Moreover, in this case the effects of using a DM system such as eDoc have a major impact on organisational processes, with multiple benefits.

 

eDoc has created high-performance, intelligent mechanisms for information retrieval. Information searches based on criteria can be configured depending on the specific nature of your business.

 

High-performance data capture

Efficient document registration and information capture are a first step towards achieving a high-performance document management system.
Another positive aspect is that the user is no longer required to move so frequently from one medium of information to another: he is no longer required to go from paper to electronic format and back again.
eDoc provides high-performance archiving mechanisms for both electronic and printed documents. Automation of processes can be implemented when standard documents, available as forms, are in use, with significant implications for cost reduction.

 

Full-text search of document contents

Full-text is especially useful when searching archived press articles, contracts or e-mails. To achieve these operations, eDoc used intelligent algorithms.

 

Document classification

Data storage and organisation by means of eDoc is carried out according to classification criteria that are either established in advance or adapted to the specific activity of a particular company. Managing information in this way ensures fast and effective access, a major factor in the business processes vital to your company.

[close]

 

The greatest benefits eDoc brings to a company become visible when the entire system is implemented at all hierarchical levels and encompasses the majority of departments. It is in the context of teamwork that eDoc reveals its most significant qualities. [read more]

 

Document management

 

One of the aspects that affect the activities of any organisation resides in the fact that each business and administrative process generates a multitude of documents, either in electronic or printed form.
Such documents constitute the informational basis for the day-to-day activities of any company. Economic success thus depends to a significant extent on effective management of information/documents. In this respect, eDoc offers clients a suitable structure on which to build a business’s internal processes and to potentiate them.
In this way, a business can avoid problems connected with the deficient transmission, collection and dissemination of information. eDoc succeeds in generating a communicational and informational structure capable of meeting any demand of this kind in real time.
It is not possible for an employee to access important documents or information in the form in which they have been stored by colleagues or partners if these are in different media. Thus, in order to access them, the employee has to make an additional effort and allocate extra time to this activity. A document management system based on eDoc eliminates this “dead time” spent by employees on activities that divert them from the main tasks they have to fulfil. For example, employees can access and exchange information about a contract, project or invoice in a swift and secure way, they can modify this information and then pass it on to other departments.
An efficient system to manage access to data according to different categories of user ensures confidentiality and security of information and allows the creation of a system of document validation and approval. Thus, access to confidential information is fully controlled. Important documents can likewise be encrypted and secured. With eDoc it is possible to generate hierarchical structures in such a way as to mould them to the specific nature of the individual company.

 

Integration with various applications

 

The benefits of a document management system commence with the process of consolidating all related documents regardless of their origin or format.
eDoc can be integrated with a whole host of applications, such as ERP systems, Microsoft Office applications, e-mail systems, etc. eDoc functions successfully both on Microsoft Windows operating systems and in Linux. For example, an invoice sent as an attachment in an e-mail can be saved in the archive set aside for such documents while a copy will likewise be saved in the folder selected. Thanks to automated indexing based on keywords, all the members of a project team will be able immediately to find the new documents added to a project.

 

Another positive aspect is how simple it is to upload printed documents.

 

A solid platform for teamwork

The real potential of a document management system such as eDoc shows its worth when it is utilised on a large scale, not just at the level of an individual or department.
The greatest benefits eDoc brings to a company become visible when the entire system is implemented at all hierarchical levels and encompasses the majority of departments. It is in the context of teamwork that eDoc reveals its most significant qualities.
Because teamwork implies an intensive exchange of information and documents, eDoc is equipped with mechanisms to notify users of the status of the document/information they are working with: whether the document is a copy or the original, notifications as to changes made to the document, where and by whom modifications have been made, and so on.
All this makes it possible to compare older and newer versions of the same document and to access it at any stage, and it also allows users to follow the document’s path through the company’s structures.
Likewise, eDoc also delivers notifications in the case in which documents are waiting to be modified or validated.
For example, if a framework contract is about to expire, the eDoc system notifies the user via a reminder, together with information with regard to options to extend the contract.
These features make it possible to integrate individual documents into the framework of team processes, through customisation of indexing and the creation of templates and lists of keywords.

[close]

 

Mobile access to information is a major competitive advantage in the current global economic climate. eDoc places at the disposal of its users such capabilities by ensuring full access to all its functions on different platforms, including laptops, mobile telephones, PDAs or other Internet-access devices. [read more]

on Mobile & Devices

One of the essential factors that contribute to achieving success in the current economic context is mobility. Whether we are talking about activities such as sales or project management, direct access to information, anywhere and anytime, has become a sine qua non condition for businessmen. This constitutes a means of responding in a timely fashion to the various demands that arise when you are not in front of your desk.
Mobile access to information is a major competitive advantage in the current global economic climate. eDoc places at the disposal of its users such capabilities by ensuring full access to all its functions on different platforms, including laptops, mobile telephones, PDAs or other Internet-access devices. Information can also be accessed offline from mobile terminals, from the local archive where documents are saved, via data replication/synchronisation mechanisms.

The user can specify which particular segments of the archive he wishes to have available while travelling.

 

Data synchronisation

One of the main advantages of the mobile version is synchronisation of data from the local archive on a terminal such as a laptop with the main archive and at the same time access to the functions of the document management system.
The data in the archive can be encrypted in order to prevent access in the case in which the laptop is lost. This represents a standard function of the eDoc security system.
Although a web application this does not reduce the functionalities of the version that runs on IBM Lotus Notes and enjoys the same level of security.

The web interface is compatible with the most common e-browsers.
In addition, the web-based operating module is similar to that in Notes, as the interface is practically the same.
Thus, the user is no longer required to be familiar with a number of different types of interface. The image below gives one such example.

 

Uninterrupted informational flow

Workflow

 

Efficient business processes play an important role in the successful achievement of a company’s goals. Old methods of control, communication and command can no longer satisfactorily meet the demands imposed by the new rules and realities of the market. Whether we are talking about production, marketing or distribution processes, optimal results cannot be attained unless all these processes work together harmoniously and interact fluidly with one another within an architecture that rests on the foundation of a common database. Otherwise, a host of drawbacks and impediments arise, such as redundant information, contradictory data content, and multiple interruptions of activity and production processes and management flows.

eDoc, thanks to integration of all these processes and information in an organised and well-defined system succeeds in pre-empting situations of the kind described above. The document management system enables company management to gain an overall view in real time of ongoing activities.
Another significant advantage is the improvement in the speed of document circulation between company employees. For example, invoices that are scanned or received by e-mail are sent directly to the person responsible for processing them, and the latter is able to send them on to other colleagues with ease.
Overall, this leads to higher quality of processes and enhanced customer and employee satisfaction.
Stages that had previously been manual are now automated and data from external sources are integrated into the system by facilitation of their direct import from the already existing applications.

[close]

 

For enhanced performance and reduced costs in the context of continual growth and satisfaction of individual requirements. [read more]

For enhanced performance and reduced costs in the context of continual growth and satisfaction of individual requirements.
The modular and scalable characteristic represents one of the key elements in the development of DM systems capable of coping with the demands of a business in continual change.
eDoc, thanks to its pro-active approach, responds to such demands, and is a solution that can adapt to different business environments in various economic sectors.

Regardless of whether an eDoc module has initially been implemented within the framework of a department such as sales, purchases, or finances, eDoc can be integrated into all the divisions of a business. The eDoc solution is in fact a scalable system based on modules rather than an autonomous, isolated system. The modules are specialised according to different types of activity and can easily be inter-connected.

[close]

 

One of eDoc’s competitive advantages is its capacity to be inter-connected with various applications used within a company. [read more]

One of eDoc’s competitive advantages is its capacity to be inter-connected with various applications used within a company. The system allows the attachment of any type of document, with the possibility of censoring certain extensions, such as mp3. In certain situations, eDoc has been integrated with HR applications in order to track the roles and persons in a company hierarchy, with ERP applications to provide approval flows for financial decisions, or with CRM systems to provide a complete picture of information exchanged with a given client.

[close]

 

The application is independent of the settings specific to installations on various common hardware and software platforms. It can be used in Notes, Internet Explorer or Firefox. [read more]

 

Automation of processes

 

Operational benefits for companies are a direct result of automation of business processes, made possible thanks to eDoc integration with various communications platforms.

The system automatically generates a qualified digital signature, and certified digital signatures are a fixed component within the eDoc system.

In this way, it becomes possible to integrate financial-accounting systems with eDoc, and this also applies to all the other ERP modules, such as purchases, where full and rapid access to up-to-date information is essential for various types of file.
eDoc guarantees that the information within the framework of a production process is consistent and interacts efficiently with the ERP system and other applications.

 

eDoc – the optimal solution for

1. Adaptation to structural re-organisation occurring in the company (implying changes in document circulation/distribution/control paths, decision making flows, and document security and access settings)
2. Complex applications to include various types of document
3. Distribution of applications within heterogeneous media
   Connection with other external applications, such as scanner systems, ERP (Oracle e-Business Suite etc.), database management, RDBMS, etc.
4. Analysis and resolution of not only errors due to defective operation or communication problems, settings etc., but also errors arising in applications developed above eDoc

The application is independent of the settings specific to installations on various common hardware and software platforms. It can be used in Notes, Internet Explorer or Firefox.

[close]

 

The current number of eDoc users exceeds 25,000, and includes companies in diverse economic sectors. [read more]

 

Large companies/institutions in the telecom, energy or utilities sectors have been using eDoc successfully, thus making the transition to fluid and efficient processes in their future business.
The current number of eDoc users exceeds 25,000, and includes companies in divers economic sectors.

[close]

 

Every company has its own organisational and commercial requirements. Consequently, a DM solution that can be rapidly moulded to a business’s specific processes is a natural choice. The eDoc system has a high level of flexibility, regardless of the initial situation at implementation. [read more]

If we bear in mind measurement of the costs generated by the operations involved in a business process, we will see that these are often too high in relation to the added value that results from the process in itself. One of the reasons that such situations arise is the fact that the internal circuit of the process is discontinuous, and a series of manual input interventions become necessary, due to differences in media and processing modalities that rely on paper or individual management of electronic documents.
Invoice processing is a telling example in this respect. eDoc has the capacity to eliminate such situations and to automate various operations so that human intervention is reduced to a strict minimum, thereby producing a system that implies reduced operating costs.
Every company has its own organisational and commercial requirements. Consequently, a DM solution that can be rapidly moulded to a business’s specific processes is a natural choice. The eDoc system has a high level of flexibility, regardless of the initial situation at implementation.

 

Why choose eDoc?

 

There are obviously a host of DM solutions on the market. The relationship between costs and performance, between functions and user-friendliness, is an important factor in evaluating any product.
Nevertheless, another important aspect is also the degree to which the solution under analysis meets the specific requirements of your company. eDoc is a product that has been created around the concept of “customisable solutions”, which allow from the very outset the configuration of a structure suited to the client.
Following detailed analyses of your organisational processes, our specialists have the know-how to identify the system architecture best suited to your company.
Product quality and viability are two of the most important features of eDoc. The main aim of SDC is to gain the best possible understanding of the environment in which our clients carry on their business, so that together we can find the most inspired solutions to the problems they encounter and enhance their business processes. We have the necessary expertise and tools to guarantee the success of such a venture.

[close]