Document & Knowledge Management
Document & Knowledge Management Discover how Interfacing can help you better manage, govern and continuously improve your documents. Contact Us for a Demo!Document Repository & Knowledge Management
80% of an organization’s information is stored in its documents. As information has been increasing on a yearly basis, knowledge-oriented employees spend increasingly more time looking at documents in order to perform their tasks. Enterprise Process Center ® (EPC) is not only a centralized document repository, but also a powerful knowledge management system that can better equip organizations with essential tools and methodologies against common document management challenges, such as inconsistent information, complex retrieval, and overlapping storage of documents. Our Document Management Solution (DMS) will also stimulate critical thinking and support knowledge sharing, promoting knowledge accumulation across your operations.
Become a data driven organization rather than just use a file management process. Fragment your files into data and manage wiki pages vs. traditional file design. Your data then becomes process oriented with visualization procedures as flows, specific to the scenario. Additionally, integrate various forms of media with each flow.
A DMS improves operations involving digital data fragments by offering the following thanks to:
- Reducing the time it takes to find the right materials with easy indexing for search and retrieval.
- Added security to safeguard critical information with access control and editing privileges.
- Improved Collaboration by allowing numerous users to work on the same document at once while the system tracks changes and usage.
- Version management which allows users to keep track of changes and their continued validity.
Documents & Records Management
It is nothing short of a challenge, if not near impossible, to maintain a paper-based ISO compliant document system today. Cumbersome, error prone and time-consuming would be the systems feature-set. Your productivity would increase significantly by automating all repetitive tasks associated with QMS document management. EPC’s eQMS adds clear visibility into the document lifecycle and will proactively monitor your organizations workflow status while equally improving the quality system efficiency.
Teams dispersed geographically, are now able to connect, collaborate, co-author, proof-read, revise, comment and sign documents – all done electronically and securely within the system. Auto email notifications and read receipts support the systems expediting distribution process throughout the organization. Automatic document retention, printing, periodic reviews, and archiving are all in full compliance and controlled using USFDA 21 CFR part 11 encryption, making audits and quality inspections worry free.
Key Features:
- Adding new Documents
- Unique IDs and tags by document
- Version control by document
- Archive, move and delete existing documents
- Structure document in a hierarchy, folders
- Creates templates for Records and ability to reuse the workflow template
- Audit log / trail on changes to metadata
- Workflow for approvals, reviews
- Electronic signature on approvals
- Delegation on reviews, approvals
- Notifications, emails for workflows
- System check for publications and approvals
- Collaborate and raise change requests
- Multi-lingual support – UI, Metadata translation suggestions & Documents
Powerful Document Search by:
- Document Name
- Document ID
- Organizational Unit
- Full Text
- Meta data (Type, Categories, Attributes)
- Filterable columns
- Last modified data
- Last modified by
- Any user-defined attributes (UDAs)
Simplified & Integrated Portal Interface
Fast Elastic Full Text Search:
The EPC supports fast elastic full-text search, giving the best recommendation based on not only characters, but also quality of the object in the search results. This enhanced search feature will greatly improve UX, saving you time and efforts while managing your documents. Users can also apply the search indexing to a certain document or a folder. That being said, the EPC allows users to search specific information by words or by phrases, not just in the metadata of the entire organization, but also within the document itself.
Custom Attributes Filtered List Search:
Direct Access from Homepage & Various Navigation Frameworks:
Users can view all documents stored in the repository under the “Document” module, and can view all the documents assigned to the users’ roles/resources through “My Documents” widget in the homepage. In the “Document” module, documents are organized and displayed following a hierarchical tree structure. However, users can also review documents by using various navigation frameworks offered by the EPC –
The list view will help users navigate documents effortlessly through a top-down structure similar to the organizational framework; the drilldown and contextual views allow users to bypass the hierarchical structure and enter directly into the secondary folders if they know where to look for the document within the database. Meanwhile, specific attributes (standard and custom) related to the document can also be used as filters to facilitate the navigation.
Preview before Download:
Hard Copy Printout:
Edit Conformity & Information Security
Rich Text Editor & Customizable Templates:
The text editor of the EPC has abundant formatting, including fonts, bullet points, screenshots, tables, and diagrams for users to generate content. We also allow copy/pasting of other external content, including texts, pictures, web links, videos, and application links directly into our web app editor, facilitating document migration and knowledge transfer. Moreover, the EPC offers standardized and customized templates referring to different purposes and different audiences of your organization.
Multi-language Content Localization:
Hassle-free Viewing & Comparing Revisions:
No more hassle to make a decision regarding revisions! The EPC highlights automatically any changes in the latest draft version of a document against the previous published version. Therefore, users can easily track, compare and monitor differences made for the same document. This feature will facilitate decision-making for any modification made in documents.
360 Degree Security Measures:
We fully understand that certain documents can be very complex regarding security and confidentiality, and that non-compliance can result in penalties, licenses revocation, and in certain cases, criminal liabilities for organizations. Thus, our system supports different levels of security by roles, users, or groups under the RASCI-VS matrix with a single click of the button. Through our 360 degree security measures, management can allow relevant parties (e.g. external entities) to view a document and collaborate with the task, but avoid any modification or delete of the document by giving them limited access.
Approval Cycles with In-time Notifications:
Users can set serial and parallel approval cycles throughout the organizational workflow, meaning that the approval path can be set either from bottom-up or to notify all approvers simultaneously. The approvers will then receive notifications within the header of their dashboard and by email, which will include URLs for direct access. A simple click will bring users to approve or reject the request. All the subscribed users will receive automatic notifications, announcing approval, reject, or revision of the request, even if they are not directly related to objects. Our system ensures that changes will be informed in real time to all the affected employees and that every relevant party is aware of the changes.
Collaborative Document Management
Automatic & User-defined Reviews:
The EPC also supports customizable reviews triggered by user-defined change requests for better document lifecycle management. In that case, not only the responsible individuals or groups, but also any associated party will be able to collaborate through the discussion forums, to vote for or against the review in an interactive environment.
Filtering & Control:
Subscription-based Monitoring & Tracking:
The monitoring of items is based on subscription. The EPC system automatically tracks any improvement requests, questions, or incidents related to an object. The tracking functionality applies to all the content of documents, as well as other relevant information including roles, responsibilities, resources, and different metadata. Such traceability will indicate where the document is in an approval process, how much time a document needs to be updated, who is late responding to their approval request, etc.
Document Maturity Modeling:
The EPC allows users to centrally set targets in terms of different levels of maturity for a certain document. By comparing current status vs. desired level based on target deadlines, management will be able to track improvements during document lifecycle management. The maturity modeling will also support continuous planning up to five different target levels in a periodical way for optimizing your document quality.
Knowledge Management
Information Sharing:
Document Backup & Restoration:
Knowledge Reuse & Retention
Not only the existing models or templates of documents, but also all other content, even processes can be reused as many times as possible in the EPC. Moreover, the system supports different types of documents, including text content and other multimedia (e.g. videos). By ensuring that all documents are in sync across the organization, our DMS emphasizes knowledge production and consumption in business process context, and cultivates consistent and continuous knowledge.
Regulatory Requirements & Experience
Organizations are required to adhere to a set of regulations in order to safeguard sensitive data and people’s safety. Regulations must be followed by any company that deals with digital assets, consumer data, health standards, worker safety, or confidential communications.
Observing regulatory requirements provides advantages beyond merely avoiding fines. Additionally, they help maintain corporate continuity and deliver financial stability.
- Digital Signature Approval Workflow w User Specific encrypted private key
- Enforce revision schedules
- 2 level Multi-Factor Authentication (MFA) for logon, admin & approvals
- Report end-user policy read acceptance confirmation
- Report all training attendance
- Maintain all Deleted Records for Retention Period (7-13 years)
- Retention Archive Audit Reporting
- Log all content changes (audit log)
- Log all admin changes
- Version control with restoration
- # of views, for how long, by who
Discover how your organization benefits from an Interfacing Document & Knowledge Management focused solution.
A key differentiator of Interfacing to other digital and business transformation consulting firms is that Interfacing offers its own innovative technology solution in support of transformation programs. Interfacing’s EPC solution delivers the transparency required to reduce complexity, improve execution and facilitates agility and change.
Interfacing’s IMS (integrated management system) solution is a one-stop-shop for managing transformation programs. We know it’s a very competitive environment out there. It is for that reason our strength is in our commitment to maintain flexibility throughout the project lifecycle whether it is in our innovative products or in our team of experts.
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