Workflow and Electronic Document

Archiving Management Systems

We specialise in the development of computer-assisted management information systems. We are an outsource company and uniquely positioned one of our service centres with internal developed software combined with automated work flow management systems to assist you to archive all paper based documents in electronic format and associate them with files, cases, tasks and many more.

Workflows are business processes that follow sequential paths from the initiation to the completion point. The process might split in different parallel routes before it combined at the end of the process. Different people get involved with different skill levels and responsibilities. Actions of people may involve administrative, maintenance, manufacturing, and logistics etc. tasks. On completion of any sub-task, the responsible person sign the task of on the system with a digital signature and the virtual workbasket is automatically moved to the next process/person until the final process/task is completed.

A Workflow-Analyst, documents all processes, entities, personnel, equipment etc. and map the process in a graphic layout. These maps form the design templates of the input forms to the workflow management system.  Time frames on tasks are also pre-configured as well as re-routing paths and conditions in case of a brake in the loop or non-compliance. Workflow Baskets are virtual In-Baskets.

The process start with an initiation of a task from a Web Page. (Hosted on your internal network or on the World Wide Web on our Server). A Help Desk Administrator, production manager, supervisor or any person in the production line start the process by opening a menu from the Internet Browser on his computer, with a list of all the tasks that he/she is responsible for or has authority to start.  On submission of the task into the system, the system automatically split or moves the virtual workbasket with all associated forms, task list, notes and attached electronic documents (set of work documents or file) to the next person or work group in the workflow loop. It automatically appears in the next employee/work group’s In-Work Basket. This person has to complete/sign off the task/s within pre-set time frames. If not, the system default the workbasket back to the work group or person with a priority flag and/or also notify the responsible supervisor of the non-compliance. The supervisor can now manually intervene to investigate the delay or non-compliance and take appropriate alternative actions. Only exceptions are reported. He can be notified via his personal virtual workbasket or email or an SMS or in any combination of it.

The system enables you to get easy and immediate excess to any former paper based document in a “picture/image” format on any computer in your business (or for the same matter from any place in the world) from your electronic Archive. You can add annotations to this document. We can put many different levels of access security onto documents, personnel or work groups. It is a web-enabled system that allows any pre-authorised user (with proper security control), access to a document and/or file, from any place, anywhere in the world, on a 24-hour/7-day work cycle.

Al actions, additions, edit versions, attachments etz. are automatically archived into the central data repository/electronic warehouse on the web. The system auto manages a version control on all changes to ensure 100% trace-ability. This warehouse is most likely physically hosted offsite ensuring additional Disaster Recovery ability.

The cost to warehouse and archive paper based documents in electronic format has decreased drastically during the last 6 months. The cost to access, distribute, manage and secure documentation and/or paper based files and work processes become a reality on your existing computer infrastructure and internal networks at a minuet fraction of the cost it used to be only 12 months ago. No more expensive labour to physically extract a document or documents from multiple related files or cabinets or strong rooms. No need to physically destroy documents older than 5 years. Many work related history and experience are lost every year. Compact your whole archive into the physical size of a cigarette box.

Various management cycles can have access to the company’s, department, workgroup or individual’s workbasket for manual intervention or supervision if needed. The system generates management reports to evaluate breaks in the loop and/or labour utilisation patterns and productivity. If more than one employee work on the same task simultaneously, each have independent access to all information on the same file. Single edit version control may be applicable. No more waiting or tracing a single file on somebody’s desk. Find and open the file/document with the click of a button on your mouse. This is real employee and work collaboration.

Traditional paper based systems and tasks make high-speed work processes and turn around times inefficient and hamper productivity. In todays work environment this process does not meet your companies “Just in Time” initiative anymore.

Electronic documentation and workflow solutions can sometimes be difficult to implement due to the mind-shift change of staff and clients.  The average person are used to feel (hold) paper/files, it take people sometimes months to get used to a virtual paperless environment. Initial objections are quickly neutralised when the benefits and efficient results are exposed.  Work smarter not harder.

Benefits using the            Enterprise Suite™ of software and services

1.                   Empower management to concentrate on tasks they do best. IE. Manage. Use a computerised system to auto manage, distribute and secure your company’s documentation, information and workflow.

2.                   Empower employees to do it right, the first time, every time.  Enhance accountability and corporate interdependency. The cost to prevent a fault is much cheaper than to rectify it.

3.                   Prevent tasks from getting lost with pro-active workflow control and management.

4.                   Implement intelligent work scheduling practices.

5.                   Reduce risks of expensive litigation.

6.                   Automate and auto link work processes and people. Easily attach documents, files, or images for routing with the workflow basket. Introduce work collaboration methodologies and platforms between internal personnel and external clients.

7.                   Upgrade and integrate your e-mail and SMS work collaboration platform to the latest methodologies and technology.

8.                   Use any old Computer hardware with Internet Explorer Browser (from Pentium 1 to latest). No capital investment in new workstations or software. No software upgrades re-deployments on workstations. Introduce new workers smoothly into new tasks and responsibilities.

9.                   Labour costs and efficiency to scan, index, warehouse and re-distribute documents (already in a physical archive) is less than a photocopy.

10.               Run search queries to expose all documents in your electronic warehouse associated with a keyword, category or phrase. Expose a long forgotten memo or contract associated with a keyword/s. This can be the seed for new innovations or solutions. This is hidden capital that was already paid for. Re-use best practices and eliminate the classic trap of re-inventing the wheel. Searching across multiple libraries, warehouses and filing cabinets in all Offices within seconds, all with the click of a button.

11.               Approve processes with electronic signatures.  Implement a digital sign-off process.

12.               Original paper Documents is scanned and physically filed once, only to be physically re-accessed in extreme and rare circumstances.

13.               Electronic Documents can be linked to multiple work processes and maintained and auto updated and re-distributed. Expose probable relation paths between unrelated tasks or processes.

14.               Warehousing of physical (paper) documents as well as electronic format documents exists physically offsite, which are much cheaper and more secure. Be statuary and Executive compliant in terms of Disaster recovery practices.

15.               Costs to be statuary compliant, in terms of document archiving and warehousing, are decreased drastically and are much more secure.

16.               Copies of all updates, additions, deletions, modifications, notes etz. are also warehoused which deliver an audit trail on all illegal or questionable activities. A complete history file is maintained and if proper data backup management is maintained it would be virtually impossible to tamper with documents and/or processes. The cost limitations and high IT skill level to tamper with documents and processes put an additional level of security on e7 document archiving.  Version control of standard format electronic documents like Microsoft Word or Excel (and many others) is also maintained.

17.               Warehouse all electronic documents irrespective of proprietary formats.

18.               Ensure that corporate procedures are followed. Measure risk and efficiency levels.

19.               Disaster Business Recovery strategies and methodologies are more efficient, secure and manageable.

20.               More than one person can work on a file or documents set, at the same time. Documents can be temporary locked (booked out) by any person to ensure unique edit and version control. Dynamic serial and parallel routing of documents with reminders of breaks in the loop.

21.               As soon as a document is processed into the workflow or archive it is immediately warehoused offsite. Risks in loss control and recovery are limited to hours or even minutes, depending on the process involved.  Duplicate electronic files are always maintained.

22.               Daily Backup copies can be managed as a 4^th or multiple incremental backups.

23.               Expensive record keeping processes for booking a physical file and all the documents associated with it, out of the file strong-room and physical distribute it, and management to ensure the re-submission back into the strong room, are totally eliminated. Only necessary in rare and extreme cases.

24.               Security management on original documents are very cheap and effective. No more missing, lost or stolen files. Securely store and lock critical or sensitive information. Intelligent documents that "know" who has authority to access them

25.               Efficiency in the workflow and labour utilisation is exponentially increased within days of implementation of the system. Labour cost per task is thus reduced.

26.               Return on Investment is immediate.  We also support a pay as you use option. 100% Tax deductible expense in the same year.

27.               Breaks in the workflow or management process is auto exposed and reported

28.               Statistical analysis is available on demand to senior management at any time. 

29.               Management of employee’s Flexi time can easily be managed. IE. Remote workers or home based workers. The result is a potential of drastically reducing expensive office space.

30.               Improve customer relations and services.

31.               Be proactive rather re-active. Meet deadlines. Reduce manual intervention with powerful exceptions handling.

32.               Focus workgroups towards a common goal and/or schedule.

33.               Monitor time schedules, priorities, milestones, deadlines, tasks, delays, bottlenecks and do comparisons.

34.               Introduce new employees quicker into the workflow and deliverables.

35.               Transform paper based forms into electronic forms for auto submission to databases and/or processes.

36.               Create a central repository for creative ideas and business leads. Follow the participation and input of fellow workers.

37.               Connect and collaborate dynamic people/workgroups/customers/suppliers, skills, knowledge and work processes. Be more efficient and innovative.

38.               Optimise and convert existing IT investment, assets and Human Capital into profits. Breaking down workgroup and collaboration barriers.

39.               Eliminate geographic constraints, time zones and communication limitations. Transform a fixed 8 to 5 (8 hour) work time zone or shift into a flexible 24-hour time zone starting at any time interval in any calendar day. Move your office to the home of your employees. Get access to a high skilled labour market that is traditionally constraint due to personal circumstances or lifestyles. (Re-activate lost skills at lower salary costs.) Remove physical office space barriers

40.               Give everybody a window into the enterprise objectives and results.

41.               Decrease high IT skill level maintenance costs and dependencies.

42.               Move your workbasket to any computer on the World Wide Network without any software installations. Remotely monitor any of your workflow processes.

43.               Ability to integrate and send SMS messages on any break in the loop or reminders.

Typical Applications

1.                   Banking and Insurance industry – Help desk

2.                   Application for new services – Bank, Municipalities, Local Governments, Security services, Medical Aid, Communication services

3.                   Government services: Help Desk, Information centres, Crime Investigation, Electronic application forms submission, Companies register, Passport and ID- document. Tax submission

4.                   Membership and fees administration

5.                   Advertising and Marketing. Publications distribution

6.                   Export, Import, transport and logistics industry

7.                   Procurement: Goods and services

8.                   Work scheduling – maintenance, production, inspections 

9.                   Auditing and financial services

10.               Medical aid Schemes administration

11.               Hospital Services, Laboratories and Medical practitioners

12.               Legal Practitioners and Judicial system integration

13.               Debt collection and management

14.               NGO’s: HIV, Care centres 

15.               Research and statistical analysis.

16.               Work group collaboration

17.               Personnel Recruitment: Agencies and Companies internal HR Departments

18.               Statuary complyment: FANMEAT Trace-ability, Livestock sales and logistics

19.               Ticket booking and selling

20.               Biometric identification services.

And many more.

Give yourself or maintain a competitive advantage with the latest technology and methodologies. Transform great minds, prospects and ideas into profitable results, well ahead of your competition.

Typical application Examples of our software:

1. Legal Practitioners –Take the whole electronic archive of the firm with you to any court in the country. Start any legal process from any remote place and let the Computer system taking care of all the administrative management loops and inputs to complete a legal process. Create a virtual Help Desk that is operational 24 hours a day from any place.
2. Scheduled Audits of a client’s financial information and management processes. Manage all inputs to meet deadlines.
3. Passport and ID. Document application and processing. Automate the submission process and deliver all paper documents also in electronic format to the Ministry of Home Affairs. Empower the ministry to process your client’s applications with minimum manual processes. No more lost or displaced documents. The system auto expose breaks in the loop or delays for intervention and follow up on behalf of your clients. Empower the ministry to process an application within minutes on your internal platform without disruption of their internal work processes or systems. Revolutionise Government service delivery without any cost to them.
4. Help desk for Municipalities and Local Government – Manage the Applications for services to actual delivery of services. Empower Central Government to expose breaks in the loop before small non-deliveries combine into total collapse of services and management control.  
5. Help Desk to follow up business leads/applications in the Medical Aid Industry, Insurance Industry, Banking, communications, waste disposal and many more.
6. Management of production processes and acquisition in the manufacturing industry.
7. Help Desk for fault reporting ex. Security, Maintenance Industry, Transport and logistics
8. Customs Clearance and logistics management
9. Debt Collection services
10.  Company Registrations or Deeds registrations.
11.  Rental collection services

and many more.

How do we start the implementation process?

1.                   Invitation to an introduction of our services and software.

2.                   Analysis of your work process, workflow and suggestions for a strategy.

3.                   Financial, timeframe and responsibility agreements.

4.                   Deployment of our software and maybe some upgrades of Server hardware and network infrastructure.

5.                   Scanning, index, linking to processes and archiving of existing documents.  

6.                   Configure workflow management system.

7.                   Training

8.                   Implementation

9.                   Supervising

10.               Hand over

11.               Ad hoc audit and assistance