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Overview

Electronic Document Management

The production and storage of files are a reality in the life of any organization, which needs to adopt techniques to organize all information, facilitate data retrieval, and manage the storage and disposal of materials.

Electronic Document Management  is an evolution of this work, adapting all routines to the digital realm. This work begins with the digitization of documents generated and stored by the company and is carried out using a web-based system that unifies access to the repository.

With a team of experts focused on records management and a web-based system focused on document management, Ikhon has the necessary skills to implement electronic document management with agility, security, and compliance with the technical standards required for information management and user data security.

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ADVANTAGES

What are Ikhon’s killers features on its Electronic Document Management system?

Using software to centralize access to generated and stored documents improves data management. Here's why:

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    Online platform

    Using a web-based system allows access to the entire document repository anytime and from anywhere with an internet connection, preventing activity downtime caused by issues with a physical server.

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    Process standardization

    An online platform designed for document management establishes rules and processes that standardize how tasks are carried out within the organization, ensuring that the workflow follows a consistent and well-known structure for everyone.

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    Automated workflows

    The transition from physical to digital work involves a process mapping effort that analyzes how each task is performed and creates automations to streamline the workflow while still meeting all verification and approval requirements.

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    OCR and barcode reading

    OCR technology digitizes files and keeps text content available for system reading. The barcode reading feature, on the other hand, is useful for extracting and recognizing payment amounts.

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    Information security

    Access control to user information is much more effective in electronic document management. For example, it’s possible to limit access to certain information and also track which users have viewed a specific document.

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    Protection against accidents and disasters

    Storing physical files is vulnerable to accidents or natural disasters that can result in the loss of the entire information history. This issue becomes much less likely with the digitization of these files in the cloud.

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    Greater transparency and compliance

    A GED platform digitizes document processes following archival quality standards and information security protocols, making it easier to verify information during audits.

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    Strategic and efficient work

    Using an online system provides administrators with a new range of data, which can be used as a basis for adopting practices that improve the execution of tasks and make the teams’ work easier.

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    Integration with other technologies

    It is possible to integrate a GED platform with other systems, such as digital signature certification services or integration with other databases. With this capability, work is done more easily and quickly.

FAQ

Questions and answers about the Electronic Document Management service

  • Modern and flexible platform for Electronic Document Management

    Modern and flexible platform for Electronic Document Management

    Proton is our specialized system for archival document management. It was developed to comply with current legislation and adapts to the needs of each institution, making it easier to control the entire document flow.

  • Technical reference

    Technical reference

    We have been operating for over 20 years in the document management sector, with an archival team specialized in producing archival tools for public and private organizations across various sectors.

  • Personalized consulting

    Personalized consulting

    Our team conducts an in-depth engagement with the client, understanding both their legal structure and the processes in place, adapting the creation of tools to fit the local reality and ensuring they are effectively utilized.

  • Use of international methodologies

    Use of international methodologies

    In addition to operating in compliance with Conarq regulations and regulatory agencies, we also adopt classification standards created by international norms, such as ISO 15489 and ISO 30300.

  • Process Mapping

    Process Mapping

    We use the BPMN methodology to analyze all the steps involved in a task and digitize it efficiently.

  • Service Portal

    Service Portal

    Creation of a web portal to unify the search for information and document consultation, with access to analytics dashboards presenting data on the usage of the environment.

FAQ

Questions and answers about the Electronic Document Management service

  • What is Electronic Document Management?

    We refer to Electronic Document Management (EDM) as the process of digitizing document management and automating tasks related to file usage, in order to increase operational efficiency, enhance security, and reduce costs, among other benefits.

  • What are the advantages of Electronic Document Management?

    Digitizing archival management provides many benefits for the organization. Some examples include:

    • Quick access to documents

    • Control over storage, process flow, and document sharing

    • Cost savings and task optimization

    • Transparency and legal compliance in processes

  • How is Electronic Document Management done?

    The implementation of Electronic Document Management involves process consulting and adapting these routines to a web platform, which coordinates the handling of documents once the work is completed.

    During the initial stage, all processes will be mapped to understand how they are carried out and automate repetitive tasks, adapting them efficiently and securely to the digital world, addressing aspects such as deadlines, approval workflows, document verification, etc.

    Once the processes are integrated, the continuation of document management occurs through the GED platform, which should have at least the following features:

    • Document digitization: conversion to OCR files, allowing the text content captured in images to be read, as well as barcode reading for financial validations;
    • Document management: features for searching, editing, creating, and deleting documents;
    • Process creation: implementation and adjustments of new and existing workflows;
    • Security and Monitoring: access history and permission settings for viewing information;
    • Integrations: enabling access to databases or services like digital signatures to ensure the platform supports all documentation routines.

  • Why hire Ikhon to carry out Electronic Document Management services?

    Implementing a GED system involves understanding how the company handles document management and adapting physical workflows to the digital environment, while complying with laws and the specific needs of each organization.

    In addition to having an archival team and highly customizable software, we work to integrate document management processes into the company’s routine, making it easier for employees not only to adapt to the tool but also to understand the importance of document management, thus delivering more lasting results.

Any questions?

Our specialized team is ready to answer all your questions about Electronic Document Management services and help you understand how this solution can bring tangible benefits to your organization.

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