Document Management System
Docucheck-CA
From intelligent document classification and extraction
to seamless integration with workflows
with the option to sign documents with electronic signature.
In this fast-paced digital world, companies are constantly searching for innovative solutions to improve their document management.
As artificial intelligence (AI) continues to transform different aspects of today's work, AI-based document management systems have become revolutionary, offering unprecedented efficiency, accuracy and security.
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These tools use the power of machine learning, natural language processing and intelligent automation to simplify the creation, storage and retrieval of critical business documents.
From intelligent document classification and extraction to seamless integration with existing workflows, these leading AI document management tools offer a wide variety of features designed to meet diverse business needs.
What is it?
The Document Management System (DMS) or Docucheck-CA is a solution that allows to store, organize and manage digitally the documents of an organization. It works as a centralized system that replaces the use of physical files and promotes the digitization of documents, facilitating their access and search.
In addition, it offers functionalities such as version control, workflow, document control boards, real-time collaboration, change tracking and access permissions management.
Advanced features in Docucheck-CA
Signing of documents with Electronic Signature or adoption of digital signature
Docucheck-CA within one of its most advanced features and benefits, implements the adoption with Electronic Signature in the signing of documents of notarial nature or of great presence in the legal framework such as Contracts, among others; this by means of a flow of signed by roles in a signature order.
Contemplating at all times the time stamps, summary of completion of signed.
Basic features
Indexing or search by typification:
There are basic index fields when performing this action such as:
- Keywords
- Full text
- Automation of indexing by document: o Date of the document o Type of document o Approximate information
Automated workflows:
Digital workflows create a logical flow of processes, assign tasks and delegate people in case of absence. Workflow management controls and monitors processes so that managers and employees can see every step.
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Interoperability with ERP systems:
Docucheck-CA's integration with other systems such as enterprise resource planning (ERP) software works best to avoid time-consuming searches for information and valuable personnel effort.
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Document capture and processing in Docucheck-CA:
- Scanning - Docucheck-CA has the ability to scan paper documents from a multifunction copier, a high-speed scanner and a smartphone. These scans can be automatically indexed, archived, sent to the responsible party or used to trigger a workflow.
- OCR: Technology that converts text from images into data that can be used by business software.
Advanced and intelligent security in Docucheck:
- Controlled Access: Robust document management software such as Docucheck-CA makes it easy to create access controls based on job title, department, area or login.
For example, it is important to limit the access of each person or position to the documents of department B to protect the confidentiality of the information and safeguard the privacy of clients, employees and the company in general.
- Audit trails: These are helpful in identifying who has viewed, modified or printed documents that meet compliance requirements. These logs also provide information on how many documents a person or team has processed in a given period of time, making it easier to set goals and evaluate results.
- Version control: Once version control is enabled, when a document is opened for editing, the status is shown as "checked out" for the authorized user. From that moment on, the document becomes read-only for other users. Each time a document is checked in again, it automatically receives a new version number.
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How document management with Docucheck benefits companies:
Effective document management offers many advantages, including total savings and easier compliance with legal regulations.
- Organization and storage: Document management seeks to organize and store documents efficiently. This involves classifying them, assigning metadata and determining their physical or digital location.
- Information retrieval: It facilitates the search and retrieval of relevant data from documents. Document management systems allow searching by keywords, dates or categories.
- Determination of retention time: Defines how long documents should be kept. Some can be deleted after a specific period of time, while others must be kept for the long term.
- Long-term retention: Ensures that the most valuable documents are properly preserved. This may include historical archives, legal records or strategic documents.
- Workflow automation: Document management is also related to process automation. For example, contract approval or invoice management can be automated through document systems.
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Advantages and basic features of Docucheck-CA:
- Wide variety in document processing
- Document control panels
- Integration with ERP software
- AI chat function
- Centralized document repository
- OCR technology
- AI-driven processes
- Intelligent document management
Standards applied to Docucheck:
- ISO 15489-1:2006 - Ensuring that the records management system supports and does not hinder business processes.
- MEXICAN OFFICIAL STANDARD NOM-151-SCFI-2016 - Establishes the requirements to be observed for the preservation of data messages and the digitalization of documents in terms of the provisions of Articles 33, 38 and 49 of the Commercial Code.
- ISO 30300 - Describes the principles of the management system and defines related terms.
- ISO 30301 - Establishes the requirements of a management system for documents and how organizations can develop a document management policy.
Docucheck-CA applications in different business sectors
Banking and Finance
Efficient data capture is key to streamlining customer management in the banking and finance sector, facilitating tasks such as form extraction, financial document figures, expense ratios, and invoice processing, among others.
Healthcare Services
Capture tools are essential to efficiently and accurately extract data from patient records in hospital environments. With these tools, it is possible to optimally manage clinical records, streamline insurance claims verification and optimize the overall management of medical information.
Thanks to their ability to systematically collect and organize data, capture tools facilitate access to relevant information, thus improving healthcare decision making.
Logistics
Data capture tools are essential to simplify and streamline processes such as shipment management, transit permitting and customs clearance.
When these tasks are performed manually, they consume a considerable amount of time and resources. That is why having specialized data capture tools is essential to optimize the efficiency and effectiveness of these logistics operations.
Human Resources
Efficient data collection can optimize time and automate processes in various areas such as recruitment, payroll management, and vacation time allocation, among other functions.
These data capture tools are not limited exclusively to these sectors; their application can be extended to any area where it is necessary.
Do you want a personal demonstration of this potential solution in your company, don't think about it any longer... Write to us, we are just a click away!