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Quick Information Exchange

With traditional extranet solutions, immediate data access is possible. But, what if that data is out of date? This is a true disadvantage of typical systems, as they require an often busy administrator to update documents - a process which can take anywhere from one hour to a few days. With the Document Management Software Group system, however, controlling this process is possible.

Placing your information in the Document Management Software Group system is designed to be extremely easy. With authorized access, in fact, anyone can do it. By employing intuitive icons and user friendly terms, your employees can quickly learn the system, allowing for immediate efficiencies.

For collaboration to truly work, documents must be able to be inserted and placed by the users. The Document Management Software Group system enables this, ensuring information is available to all authorized users from the moment it is created.

Information Updates. Instantly.
Keeping up with amendments and changes to documents can be difficult when several employees are working on the same material. In a multi-tasking environment, management and employees may often be too busy working on other projects to notice when new information is available for a particular project. This results in lost productivity.

The Document Management Software Group system includes notification features which can be easily configured to inform your users as soon as new content or modifications to existing documents have been made. Many of our clients are already experiencing these advantages, especially in situations where their work teams are located in different countries and time zones. As well, using the systems powerful search tools, specialists can be located and contacted directly from the system when their assistance is required. To learn more, read about our enterprise content management and enterprise document management modules.

Correspondence Tracking
The significant adoption of email among organizations worldwide has revolutionized the way we all do business. With this extra communication, however, comes extra complexity. The nature of email is that it is always moving, which can mean it becomes difficult to easily refer to specific sequences of email, especially when much time has past.

Email, despite its small drawbacks, is critical to most organizations for collaboration and communication. Using the Document Management Software Group system, each collaboration environment can be allocated an email address, which means each email sent between users can be documented by the collaboration environment as well. Using this feature, all project correspondence can be easily referenced down the line, even after the project is complete. Another important facet of this feature is that the system can be configured to prompt users of possible duplication.

Unauthorized Access No Longer
Security is a key issue the Document Management Software Group system addresses. Ensuring your data is kept within your organization, and out of the hands of others is critical to our service mandate. Storing your information online, therefore, is a key security focus for our system.

With the Document Management Software Group system, only users authorized to access data can access the collaboration environment. And the systems security features do not end there. Assigning individual users individual permissions is simple, as every document can be assigned access attributes, which ensure the right users get access to the right data. As an example, work in progress can be displayed to a client, while ensuring internal memos and messages relating to the project are only accessible to authorized employees. Access rights in the system are checked at the database level, so that users without rights are not informed that any other data exists on the system.

Ensured Relevance, Increased Efficiency
Each year, organizations lose millions of dollars because of irrelevant information. One only has to look at the prevalence of spam to cull an example of this. Our integrated document management system ensures this time wasting scenario is never played out, and your users only receive the information that is relevant to them.

By enabling your users to see only the documents that are relevant, your organization saves time and money. As an example, you may want to restrict a reseller in a particular country to accessing information about that particular market. It only makes sense. With our system, information can be tailored to each person in the collaboration environment.

Read about the feature set of our document management system.