Electronic File Document Management System ECM-BPM
Through this platform manufactured by our Entity, we support entities and companies in the implementation of the Electronic File Document Management System SGDEA DOCUFile ECMBPMN ®.
Our document management platform supports the operation of processes, facilitates compliance with established standards and regulations, allows interconnection with other systems of the organization and generates controls in the entity or company for the management and administration of all physical documents and digital generated.
It complies 100% with the MoREQ - Requirements Model for an ERMS Management System for Electronic Archival Documents.
INVESTECH makes the document management solution available to entities and companies SGDEA DOCUFile ECM-BPMN ® , which allows access to the organization's documents at any time and from anywhere, facilitates organization according to the document structure and provides fast and accurate searches.
SGDEA DOCUFile ECM-BPMN ® reduces time and effort in tasks of classification, search and consultation of both documents received by correspondence and those generated in daily processes, turning the document archive into a knowledge base that adds value to the processes of the entity or company, increases productivity and reduces costs.
SGDEA DOCUFile ECM-BPMN ® is a document management web solution that allows access to the organization's documents at any time and from anywhere, facilitates organization according to the document structure and provides fast and accurate searches.
INVESTECH Implement our Electronic Document Management System for Archives SGDEA DOCUFile ECM-BPMN ® that electronically captures, stores and manages all documents generated or received in the Government, including paper, reports, physical files, electronic documents, digital documents, e-mails , among others, plus all the processes for the electronic generation of documents with the established quality policies.
Characteristics
SGDEA DOCUFFile ECM-BPMN ® It comprehensively supports the documentary cycle that includes the reception, distribution, processing, organization, consultation, storage and final disposal of both the documents that enter the company and those that are generated through the different internal processes.
SGDEA DOCUFFile ECM-BPMN ® was built keeping in mind the functional characteristics established in the MOREQ requirements model, the ISO 15489 standard and the legislation established through Law 594 of 2000 and Decree 1080 of 2015, among others.
The tool is made up of a set of components that are integrated cooperatively to support the organization's documentary and archival management.
Setting
Management
Organization
Production
Provision
We pay
Transfers
Correspondence
Upload and Indexing
Viewfinder
Query and Search
Traceability and auditing
Reports
Security
The following is a general presentation of the functional characteristics of the different components:
Planning
Through this service we support the Entity or Company in the definition of the Archive Plan, a tool that will guide the organization in the execution of actions and / or projects consistent and aligned with the achievement of institutional objectives ...
Implementation of the Document Management system
Through this platform manufactured by our Entity, we support entities and companies in the implementation of the Electronic File Document Management System SGDEA DOCUFile ECM-BPMN ®.
Organization of the physical file
Through this service we carry out tasks of organization, classification, ordering, valuation and digitization of physical documents.
Definition of processes for Document Management
Through this service we support entities and companies in the definition, documentation and dissemination of document management processes, thereby allowing organizations to properly handle documents ...
We supply supplies and the storage required for the entire document organization process required by the entity
Supplies and File Storage
Define the structure of each of the organization's documentary series.
Define the types of documents that are handled in the organization.
Define the physical structure that the organization has for the location of physical documents.
Define the users of the system according to the established authorization profiles.
Define the organizational areas responsible for the documents.
Define the different levels of authorization for documentary series.
Create electronic files according to the defined documentary structure
Enter the digital documents and their metadata.
Upload images or digital documents individually or massively
Index documents individually or in bulk.
Store digital documents in TIFF, JPG, PDF / A format.
Automatically locate each document entered in the appropriate file.
Consult the documents in accordance with the established authorization levels.
Manage the document loan process.
Produce documents based on predefined templates.
Manage electronic signature and chronological stamping
Generate the documentary inventory
Generate archival tools including CCD, TRD, Archival Inventory and TVD.
It allows the passage of documents between the different phases of filing. Includes functionality for:
Control the life cycle of documents in the archive and control their final disposition
Control the times in each cycle according to what is established in the TRD
Man ecting the transfer process.
Manage the final disposal process.
Organization, Production and Processing
It allows the entry, classification, consultation and other operations associated with document management in the organization. Includes functionality for:
Transfer and Disposal
It allows the passage of documents between the different phases of filing. Includes functionality for:
Setting
Allow defining the documentary structure or the organization model that they are going to have I document them in the company. Includes functionality for:
Control the entry of documents through external correspondence.
File the entry and exit documents.
Identify documents with barcode.
Automatically index documents.
Control the delivery of correspondence to recipients within the organization.
Notify via email to each official of the arrival of correspondence.
Control rejections and reassignment of correspondence.
Generate specific document flows.
Control the generation of responses to input documents.
Maintain the traceability of the document within the organization.
Monitor the management status of each document filed.
Register and control the delivery of exit documents.
Consult documents by using different search filters that include document type, name, associated metadata and logical organization of the document, document words.
Consult documents of a specific file.
View digital documents showing information such as: name of the digital document, document format, version, digital signature indicator, creation date, creator user and associated metadata.
Generate reports including dynamic filters selected by the user.
Generate indicators.
Manage profiles and user groups.
Control the authorization of users of each documentary production area.
Facilitate access to documents only to authorized users and roles.
Manage authorization for documentary series
Correspondence
This component handles the organization's correspondence process. Includes functionality for:
Query and Search
It allows you to consult the documents and their associated information. Includes functionality for:
Security
It includes a security module that allows the administration of user authentication and authorization processes. Includes functionality for: