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Document & Knowledge Management

Document & Knowledge Management Discover how Interfacing can help you better manage, govern and continuously improve your documents.
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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.

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:

Users can define custom attributes, including types, categories, roles, responsibilities, even external links (e.g. Wiki pages)and use them as filters to search documents in the EPC system. Amongst these custom attributes, the responsibilities assigned to the documents can be used not only for search indexing, but also for version auditing – management can see who created, reviewed or modified the document, when it was modified, who confirmed the changes, etc., supporting a complete audit trail for sensitive documents.

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:

Use the “Preview” function to preview any document and make sure that your soft copy is always up-to-date. Not only text files can be previewed in Adobe PDF format, videos can also be previewed directly in the web app, on tablet, and on mobile! This convenience allows employees to stay informed and refer back to best-practice standards wherever they are, even from remote locations, as well as save tremendous time to access the right document and avoid downloading the wrong one.

Hard Copy Printout:

Documents, maps and reports are printer-friendly in the EPC. As it is highly likely that not every employee will have access to the EPC platform at any time, having a print-out document available in hands is a great advantage in terms of document distribution and information accuracy. The simple printout feature will insure that your hard copy version and the digital version of the document are always in sync.

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:

You can translate ALL the EPC content into 160 different languages, whether it is for easy understanding of documents for local employees, or for international local government laws purposes. Hence, when users manage one document, they can manage all versions of other languages of the same document at the same time. This feature will greatly simplify your document maintenance by localizing content based on regions.

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:

Reviews of a document can be automatically triggered by a scheduled request, since documents need to be revised on a periodic basis, whether it is quarterly or annually, in order to guarantee eligibility and relevancy of the content. The EPC system assigns review tasks to relevant users according to the enforced review frequency to ensure that documents are up-to-date.

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:

Users can track and visualize all the notifications of change requests by alphabet, date and priority, and filter the requests by objectives such as to approve, to implement, and implemented. Beyond the document itself and the related requests, management can also see the review frequency and next review date for better planning and continuous improvement.

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:

The direct links of any object in the EPC can be easily shared by email or in chat groups among different users. The RASCI-VS matrix ensures that the document is only available to users who have the appropriate level of security, and avoid any modification or delete of documents. The EPC also minimizes your effort to maintain the ongoing updates within the document repository. Once the initial heavy lifting is completed, changes in any content will be centralized, synchronized and shared everywhere in real time.

Document Backup & Restoration:

Documents are all digitized and archived in the cloud at the point of entry in the EPC system, which protects the knowledge assets of organizations against fires, floods, and other catastrophes. In addition, the centralized document repository guarantees knowledge security compared to a local or personal server. The EPC also allows users to restore deleted documents on the “Archives” tab in case of misoperation.

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.