S-DOCS - The Georgian electronic system of document circulation

Catalog

30 08 2023, 00:00

Georgian electronic document circulation system S-DOCS is a completely Georgian, low-priced and market-oriented management/accounting system. It is used to reduce costs of receiving, controlling, managing, storing and printing documents. The system can keep a record of the versions created and changed by different users. The system is fully adaptable to the needs of the market, which is complexly adapted to the business processes of the organization.

Advantages:

Transparency of business processes - the conduct of the organization becomes absolutely controlled and transparent;

Reliability and confidentiality - documents are stored in electronic form, which significantly increases reliability and its destruction is minimized;

Increasing the level of discipline - the system provides managers with full control of all links of the enterprise, the work process, regardless of location;

Time savings - the use of the system significantly reduces the time of working with documents, which positively affects the management of business processes;

Economy of financial resources - with the introduction of the system, printing equipment service costs (cartridge, printer), printing paper costs, electric energy costs are reduced;

Workflows of documents (workflow) - the system ensures the automation and reliability of the document movement process.

Main functionality:

Incoming and outgoing correspondence
assignments
Minutes
Domestic production
agreements
orders and decrees
Accounts
Archive
Organizational and legal documents

components:

Metadata - Each document contains metadata such as the date it was saved and the identity of the person who saved the document. You can add a wide range of metadata to the folder, including tags, notes, signatures, date or time, and much more, which will help keep your documents well organized and easily accessible.

Scanning - refers to the processing of a paper document by means of scanning, for the possibility of saving it in an electronic format. Some systems use optical character recognition (OCR) software to convert digital images into readable text. Ingestion also refers to receiving electronic documents and other computer-based files into the system.

Indexing - Indexing makes searching faster, more efficient, and more accurate.

Repository - Refers to how a document is stored in a central repository for later retrieval. Repository includes the specific locations where each document is stored, how long it is kept, the migration of documents through different storage media, and finally the destruction of the document.

Document Receipt - Receipt is a key element of any document management system. It's all about how the document is retrieved from the central storage. This is a complex process that regulates permissions and access to each document. This allows users to retrieve documents by identifying unique identifiers such as metadata and specific search terms.

Search - Search allows users to find specific documents and folders using attributes or full text search. Allows you to search any document stored in the system by a wide range of attributes, including the document title and other metadata, such as tags and signatures.

Document Versioning - Versioning is basically the process of checking a document in or out of the system, giving users access to current or previous versions of a document. As documents change or are updated over time, a version is entered here so that users can still access previous copies. A folder provides better and easier version control of your documents. You can upload a new version of any document stored in the system, still retaining the earlier version and existing metadata. The highly effective registration function of the system allows you to block access to other users while you edit the document.

Sharing or Distribution - An effective document management system, such as a folder, allows sharing and distribution with anyone authorized. The system has "View" permission, where the user can only view the document, and also "Edit" permission, where the user has the right to change the metadata.

Security - Document security is very important in any document management system. In order to avoid threats such as crypto-ransomware, it is mandatory to store your documents in a safe and secure central storage provided by the system.

Additional features: