Document management implies the following: sorting, classifying and organizing data and transforming it into digital form, storing it in the form of soft copies so that it can be retrieved easily and quickly.
Processing documents manually would drive one crazy. It begins with scarce documents; a file here, an email there, a letter occasionally, a message somewhere and the bulk of documents bulges so quickly, you do not know where to begin putting it all in order. The Herculean task has been taken up by special software that manages documents. Hence, document management software organizes documents in the entire business unit, it incorporates document and content capture, manages workflow based on documents, and creates document repositories, output systems and retrieval systems. It can also track changes in documents, store documents and maintain complete control over them.
Document Management functions
Document management precedes content management. Documents can become dumb if they are un managed and unorganized. Documents that can be traced, tracked, retrieved and shared are active and interactive in nature, and hence useful for business. Zerone HiTech breathes new life into documents making them vital and functioning. Zerone HiTech offers the following document management functions:
- E-filing documents and saving paper
- Storing various document types, including word-processing files, emails, PDFs and spread sheets
- Restricting access to certain documents
- Monitoring who is viewing documents and when
- Department-wise classification of documents
- Facility of document sharing across all departments in the organization.
- Cloud storage of data
- Collaborative working facility
- Check-in/check-out and locking, to coordinate the simultaneous editing of a document so one person’s changes don’t overwrite another’s
- Version control –tracking changes made in documents so that one can understand factors leading to the latest version
- Activating a prior version in case it is needed
- Controlling and regulating when out-of-date documents can be deleted
- Annotation and stamping of documents
Zerone HiTech provides suitable packages for business units of varying sizes and scope, including small, stand-alone systems and configurations serving global audience. The software is hosted by Zerone and can be accessed online. You can access the documents from any computer or mobile device provided you are connected to the internet. You can work remotely, out of company premises, in the coffee shop or the train. The best thing is, you will not need a team of IT experts to install the software and maintain it. You need not worry about saving the data since it gets automatically saved in cloud. You can get the right document at the right time with the click of the mouse. Our system supports the import of documents directly from MS Office applications, emails, and mobile devices. We use imaging technique. Users can use a Drag and Drop facility to add documents and folders directly to the repository. You can generate compound documents simultaneously. We support comprehensive Folder & Document level operations like move/copy, forward, print, download etc. We also offer support for HTML 5 based Mobile App for content management on iOS & Android platforms.
Indeed, Zerone HiTech is the best company offering complete document management solutions in Qatar.