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4.0 INDUSTRY

The Need For Document Control Software In The Manufacturing Industry

Document Management Software for ManufacturingThe manufacturing process is the connecting link between creative thinking and implementable solutions. A person could conceive of a novel innovation every now and then, but unless the invention is manufactured and put to use, it will be nothing more than an idea.

 In short, LogicalDOC can help you automate your whole shop floor, and it can also enable other shop floor personnel to transition into the digital age. Through the use of LogicalDOC as Document management software for manufacturing, you may achieve a totally paperless shop floor while also ensuring compliance with stringent industry requirements by streamlining and automating the documentation process.

Workflow Management

The way the manufacturing process works from start to finish reveals that there is a sizable market for document control. LogicalDOC can assist you in quickly resolving your documentation issues. It allows you to manage processes by guaranteeing that everyone in the pipeline has access to the most up-to-date information without having to double-check anything. This implies that all source files have been reviewed and validated, and all outputs and reports have been updated and shared correctly.

To do so, establish a file or folder that contains all of the essential files and provide all stakeholders, such as attorneys and process owners, access to it. We can provide individuals view-only rights if they need them without having to participate in the process directly. You may also assure compliance by combining audit trails with access logs and ledgers that track which user accessed which file and for how long.

All you have to do to preserve the needed openness from the whole process is ensure that all relevant persons have access to the file, and the rest will take care of itself.

They can upload a file to a folder and allow another round of access to the same stakeholders for outputs, wherever a ledger is stored. Rather of having to manage each stage separately, this will make the entire process easier and more efficient.

Searching is simple

To quickly set up a secure, centralized document repository that manages all papers, including standards, customer drawings, procedures, and so on, you'll need a large library of readily searchable files. The OCR-powered search in LogicalDOC can help you find any file you need, regardless of folder structure or clutter. To determine which file is being requested, the search employs data, metadata, and read-only material, such as text from a scan, picture, or PDF file. Furthermore, you may establish related files, such as those connected with a vendor, which will carry all of the files, invoices, orders, and so on with you if you just call on one. You only need the context this way, and everything else will fall into place.

Versioning

LogicalDOC even allows you to set up file versioning so you can track a file's progress. Instead than depending on extra backups, setting versions will let you get back to an earlier version if someone makes a modification to try out.

Notifications

You may also set up your workflow such that all approvals are delivered to team members through email, alerting them that a document needs to be evaluated. The same applies for any written permissions you may require.

Automatic Retention and Numbering

You may set up your files to use whatever numbering scheme you like. This can make sorting a big number of files much easier. When you need to keep a file for a particular amount of time, such as a source file or a report, you may use automatic retention policies. You can also define a self-destruct timer to make the file no longer exist after it has been taken over.

Conclusion

You won't ever lose files thanks to the bank-level security and three-layer deletion system. You can upload a single file that is several gigabytes (GB) at a time, allowing you to conveniently manage huge source files for production. Overall, LogicalDOC is designed to digitally simplify the production process.

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6 reasons why good customer information management is essential

6 reasons why good customer information management is essential

A customer relationship management (CRM) system is used by almost all companies. A CRM system may handle data on prospects, sales conversations, and proposals at the start of the customer journey. The system keeps track of information including contacts, contracts, renewal dates, and customer interactions after a prospective buyer becomes a client. When businesses adopt CRM software, they often neglect a critical issue: how to store and organize client documents associated with CRM transactions.

Sound document management techniques must be used in conjunction with effective customer information management. A document management plan is the first and most important step in successfully managing client data and, as a result, improving customer experience.

Why do you need document management software in addition to CRM software for your company?

  1. Much of the critical client information is difficult to obtain without document management. CRM software is designed to deal with structured data such business names and addresses, order numbers, and support problems and their resolution. These data allow you to organize information and keep track of all the actions you've done or are planning to do, but they're useless without a connection to the documentation you've created for these clients. Customer management is effective when data is combined with information from relevant documents like as proposals, contracts, letters, and emails, which give context for the data.

  2. A crucial aspect of the customer experience is the speed with which sales and customer care personnel react to client queries. The quality of the service offered degrades when there is no full history of client data and supporting documentation in a single database. Staff replies may be delayed, and client queries may get partial answers. Follow-up is considerably quicker and more efficient with document management since all authorized team members have access to the information they need at any time. Duplicate data input is also eliminated when your CRM and document management systems are integrated. Information may be input just once and then shared with others.

Learn how to connect LogicalDOC to your CRM.

  1. Customers may communicate with your company via a variety of channels and expect to get the same quality of service whether they contact you through email, a web form, a chatbot, or a mobile device. Customers are irritated by delays caused by unconnected information distributed across different platforms. Consider the last time you called a business and were passed around from department to department before your issue was addressed. Furthermore, information that is dispersed and difficult to locate may indicate security issues within your company.

  2. Poor customer information management is putting a lot of money on the table. On the agenda is information on privacy and security issues. Furthermore, the federal and state governments are stepping into the battle with new customer data privacy rules. Without document management, dealing with these new and frequently contradictory standards is dangerous, if not impossible.
  3. Customers may immediately express their displeasure with your service through social media and industry review sites if they are unhappy with it. Businesses that fail to fulfill consumer expectations are just a tweet or review away from losing their reputation and having a direct effect on their bottom line.

“While we're on the subject of reviews, did you know that LogicalDOC was just named a TOP PERFORMER in its SourceForge category?! The article may be found here.

  1. The amount and diversity of consumer data is growing all the time. According to IDC's estimate, the quantity of data produced between 2020 and 2024 would surpass the amount created in the previous 30 years. When will you start developing a plan to handle this growth if you don't start now?

Integration may be straightforward and pay off handsomely.

DMS CRM integrationA document management solution provides quick access to information straight from your CRM system while adhering to strict data security standards. This is significant because evaluating the whole customer experience, from prospect identification through purchase, fulfillment, and retention, necessitates the availability of essential customer information across processes.

For these procedures, important documents and information must be accessible and available, as well as maintained in a coordinated and organized manner. This is the strong link that document management and CRM integration provides.

LogicalDOC provides a robust SOAP and REST API for integrating document management into your application or a third-party system.

LogicalDOC is free to try, and you can learn how to connect it with your CRM.

 

Record Management - digital data

Keeping Necessary Documentation: A Guide to Record Management

Your staff may have a 21% productivity loss due to poor record management. The way that you're organizing and storing your documents can play a huge role in how your company runs.

Your employees are spending too much time trying to find documents that are missing or recreating documents that are lost. They should be able to find any document in a matter of seconds. 

To learn how you can help your employees do this, keep reading. With our explanations and tips, your employees will be working at peak efficiency again.

Steps to Efficient Record Management

Before you start asking your employees to pull up files in seconds, you need to make sure that you've organized and stored everything as it should be. The key here is consistency.

You can't expect your employees to keep up with a jumbled system that has no pattern. So, you have to create a system that's going to keep folders and labels consistent. 

Once you know how you want to group your documents, you can jump into getting the work done to organize them properly.

1. Take Advantage of Automation

First, we have to touch on automation. Automation makes everything easier for you and your employees.

And, automating your document organization is going to save a lot of time.

It's not practical for you or someone else to spend hours reading through documents. You should let your automated system handle that. With keyword identification and auto-naming, you'll be able to sort any document in the right place.

The best thing about automation is that you get to set the rules. You can define what you want the system to do and how you want it to do it. You still get all the control, but you don't have to do as much work.

2. Integrate Your Devices

Documents show up everywhere these days. People email them, text them, airdrop them, and more. 

That's why you need to integrate your devices.

By integrating all of these devices, you'll be able to organize documents that come in through different phones, printers, and more. And, by automating your system, you'll be able to organize all of your these documents, even if they come from different sources.

So, in the end, you can organize all of your documents in the same system, even if you got them from different devices.

3. Standardize Your Strategies

Having an automated system isn't enough. You won't be able to make that system work effectively unless you implement standardized principles.

First, you should implement a system for naming files. Naming files correctly will make it easier to find what you're looking for. So, you should create a standardized naming process that makes it obvious what the contents of the document are.

You should also have a categorization system. Whether it's color-coding, numbering, alphabetizing, or some other technique, there should be an easy way for you to find files.

For example, all of the accounting files could be red or start with an "A" or "ACCT." This will distinguish them from other files.

With a consistent method, everyone can find the files they need easily.

As you're organizing these files, you should also consider security. Throughout the archives, you should place security points and passwords. And, you should make sure that only authorized users can reach the most sensitive documents.

4. Collaborate With Your Team

Often, your team needs to approve, revise, comment on, or update documents. Rather than sending emails back and forth, you could handle all of these tasks in your document management system.

This results in fewer emails and better management. Within your system, you can flag documents that need attention from other employees. You can also sort documents by importance.

This level of organization will take your collaboration further than it's ever gone. Rather than sifting through hundreds of emails, you can have everything you need in one system.

Plus, as your employees complete tasks, the system will automatically update. This means that the document will go to the right destinations each time an employee does something.

For example, let's say that someone edited a document. Now that they've done the edit, the document needs approval. So, the system will move the document to the location where other documents awaiting approval are.

Thus, it will be out of the way of the remaining documents that need edits. And, your employee didn't have to bounce the document through an email.

5. Dispose of Unneeded Documents Properly

If you're holding too many outdated documents (digitally or physically), things can become cluttered. And, you could be compromising your security.

Even if you're destroying or deleting unneeded documents regularly, they could still be lingering in your system. This is why you should follow a proper technique for disposing of these documents.

First, you should determine which documents you should destroy and which documents you should archive. Then, you should ensure that any trace of the destroyed documents is gone. You don't want sensitive information lurking in your system.

The Importance of Record Management

A strong record management strategy is crucial to any organization. No matter which industry your company lies in, it's important to keep private things private.

Medical facilities need to keep patient records private. Businesses need to keep customer information private. Government organizations need to keep proceedings private.

If you're at risk for a breach, you could destroy trust with your clients, patients, and/or the general community. So, you should create a strong plan now rather than waiting for something to go wrong.

Record Management Software

If you want to have an effective and efficient record management system, you need record management software.

Luckily, we made our intuitive and accessible LogicalDOC Document Management system for organizations just like yours. No matter the industry and no matter the documents, we can help keep everything in order.

With features like document automation, bookmarking, bulk updates, importing, and more, we have everything your business needs to succeed. So, get started with our platform today. You'll be amazed at what it can do.

LogicalDOC won BIG at the SoftwareSuggest Recognition Awards

SoftwareSuggest Recognition Awards Spring 2021 badgesAt the SoftwareSuggest Recognition Awards Spring 2021 LogicalDOC took home 4 awards in different categories:
Best Support, Best Usability, Best Software, Fastest Implementation.

 

We are absolutely thrilled with this news, it really took us by surprise, we had signed up for the awards almost at the last moment and we had no idea we were so competitive. 

Obviously we are super enthusiastic about it and we will try to make the most of this opportunity in the best way.

Elena Malpighi - Marketing Manager

Visit the LogicalDOC page at SoftwareSuggest and find out what people think about us
https://www.softwaresuggest.com/logicaldoc

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construction project drawings

Why Should You Use Document Management System in Construction, and How to Find the Right One?

If you're reading this, your construction document management solution is probably in need of an upgrade. The days of keeping your documents organized, easily accessible, and safe with paper, pen, and filing cabinet are long gone. Construction document management is rapidly evolving in an ever-changing environment. To get the task done, most organizations today use cloud-based software or a combination of pen and paper and software. You'll save time, money, and a lot of hassles if you have a sophisticated paperless system that gives you and your team the exact documentation they need to perform fast and professionally.

What is a Document Management System (DMS)?

Document management software (DMS) can be defined as software that store, organize, and manages documents throughout an enterprise. It includes workflow, document and content capture, COLD/ERM document repositories, output systems, and information retrieval systems.

Why Does Your Construction and Service Business Need DMS?

Technology has made life simpler in many ways, but it has also produced some significant drawbacks in the service and construction industry. Whether it's proposals, contracts, AP invoices, work orders, loan papers, floor plans, blueprints, or personnel information, your company has a mountain of paperwork and documents that need to be kept safe in filing cabinets. Everything needs to go someplace, and the majority of it is confidential. A cloud-based DMS not only saves space in your business but also enables safe document retrieval at any time, eliminating the need to rummage through file cabinets and boxes.

Paper is wasteful, expensive, and unsafe, and it has no place in the future of business. While some businesses believe they don't need to transition away from paper, the need to get started has never been greater. It might be tough to know how to shift from paper to digital/ electronic documents. There's no better way to get things started than with a well-thought-out document management system. In a nutshell, DMS improves your company's efficiency and internal control. However, you need to focus on a few important features before selecting a suitable document management solution for your service.

Six Must-Have Features in a Good Document Management System

It's critical to pick the correct document management solution for your business. After all, it may be the difference between a well-managed process in which all workers can locate what they want and a backed-up process in which productivity suffers as employees waste time looking for what they require.

Several factors distinguish them from one another. When looking for a document management system, look at the features and make sure it meets the following criteria:


Convenient Retrieval

Office girl overwhelmed by piles of documents

Printed papers, unlike data kept and backed up in the cloud, get lost in the shuffle. Project contributors must rely on physical signatures for change orders, updated spec sheets, financing approvals, invoice payments, and more while working with paper. This physical labor translates to missed project deadlines, employee dissatisfaction, and lower job site productivity. A contractor may be waiting weeks to put up a wall because they need a physical signature from someone on vacation. It's inefficient and will cause your project to be delayed.

The reliance on paper documentation and processes becomes a key impediment for any construction project when an increasing number of workers shift to remote working. There will be no more wasteful trips to the office, waiting for a physical signature, or rummaging through a file cabinet full of 40-year-old change order paperwork. Every contributor to a construction project can digitally view a project document wherever they are with a DMS. They can access the construction papers they need from anywhere, whether they're on a computer, a tablet, or a mobile device, and whether they're on the job site or halfway around the world.

Because everything is digital, you won't have to worry about clerical errors or crucial data being misplaced. Pulling and seeing contracts or updated blueprints while on the job site can enable your organization to fulfill deadlines more quickly.

Full Automation and Integration with Your Construction Software

A decent DMS should fully connect with a company's construction software. This helps owners, field supervisors, service technicians, project managers, other staff, and even customers or suppliers to have greater visibility and coordination. A good construction industry's document management system ensures that all parties involved are held accountable and transparent. Rather than a physical paper trail that may be lost, putting construction papers in a digital environment with enhanced tracking/collaborative capabilities allows owners to delegate responsibility to the general contractor or supplier, lowering their risk.

Another significant disadvantage of paper documentation is its lack of transparency. For example, at the time of signing the payment checks, your boss may become aware of multiple transactions or invoices. Furthermore, even if a robust manual procedure is in place, paper documents can be readily lost during interdepartmental transits.

Automated workflows can significantly improve efficiency and production by eliminating time-consuming manual operations. You can, for example, establish a tier system for document approval. You can use a DMS to create custom rules and logic to guarantee that specific actions are completed, or criteria are satisfied before a document moves on to the next phase in the approval process. With a robust construction document management system and a "single source of truth," the owner will accurately see how a project progresses. It allows the owner to make correct, well-informed decisions, whether it's reallocating funds, updating the board, or adding new projects.

Business Compliance

Stack of lego bricks with: compliance, laws, regulations, control, standards and policy

Employers can use a DMS to automate operations. It is strongly advised that employers include a rules-and-guidelines checklist for business and government compliance to verify that your company follows all government regulations before submitting or approving papers. There are several internal and external time-consuming operations in the construction industry, such as payroll administration, completion of important documentation for a construction project or a service task, etc. Invoices, contracts, order confirmations, and yearly reports are all examples of tax-related data and records that must be archived for statutory retention periods of many years. 

The price of floor space and hours spent hunting for papers in the basement or off-site archives can mount up quickly. In a DMS, on the other hand, all information is digitally available and can be accessed right away from any location. This saves money on physical storage space and allows your employees to focus on more important activities rather than hunting for and filing papers. Information is protected, and no violations can occur thanks to access controls and tracking of all necessary modifications and deletions.

Version Control

In document management, the subject of versioning and version control is becoming increasingly relevant. It makes sure that any incorrect information does not cause improper work or miscommunication. Version control becomes more important in the construction industry for changing the orders or viewing the invoices.

When many persons collaborate on the same document, it will result in multiple versions. A good document management solution keeps track of all old and new file versions. It also keeps track of all modifications (i.e., time, reason, and the person who made these changes). A DMS also frees you from dealing with various copies of important documentation or the administrative errors that might occur when dealing with several systems. It also "frees" you from having to complete or revise handwritten papers.

Document Security

Many businesses use a DMS for a variety of reasons, including security. When it comes to preserving documents, especially those that are highly private, most businesses want to make sure they don't get into the wrong hands. Maintaining the security of your documents while they're in use and archiving them for future use should be a top concern in your construction document management. Your organization faces a significant risk if project documents are left on-site or kept insecurely.

One of the highest priorities of your administration is to ensure the security of the documents

Strategically permitting or restricting access to features, particular project information, timetables, and reports is one of the best practices for safeguarding electronic documents. This isn't just for ensuring that individuals outside your organization don't have access to your papers; it also confirms that people inside your company don't have access to them. Not everyone in your firm will require access to every document. Security is not something you want to take lightly when it comes to your document management solution, so be sure the DMS you're looking at offers a high level of document security and role-based access.

Furthermore, if something goes wrong due to a natural disaster or physical disaster such as floods, fire, or storms, you or your IT team will be able to retrieve the data from the cloud-based or other backup systems. However, printed documentation does not provide this convenience.

Cost Reduction

Modern business owners should do everything they can to keep expenses down, and eliminating paper is one of the most efficient methods. Documentation/paperwork needs a large amount of office space or filing cabinets. Paper can add up quickly over the course of a year, mainly when used to provide information to staff. A document management system also allows sharing documents among the team members and saves you a significant amount of money.

Firms that used a document management system gained additional office space and increased their business potential. If you don't require more space for paper documents, you won't have to pay an additional fee on your lease. You may also save money on stationery items like ink cartridges and paper.

If you'd like more information about the LogicalDOC document management system, please use the links below, contact a LogicalDOC Product Specialist or Request a Demo.

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