Blog to share experiences and best practices about LogicalDOC

Shared information's central repository

A Single Point of Access to all of the information

Single data access point for shared informationThere will be a need for a location where project managers, inventory managers, consultants, mergers and acquisitions workers, and others may access common information in the end.

For this, a centralized repository for shared information can be most effective, allowing equitable access to all parties involved.

Using the phrase "shared information," on the other hand, raises important issues like data security and privacy. We want to ensure that the information is accessible only to those we know and trust. We also wish to prevent anyone from attempting to obtain this information in an unfair manner (say, by hacking into the system). Finally, we don't want anything to happen to the data that prevents anyone from ever having access to it (like theft or damage).

The following features are required in a secure system:

  • Safety and Security
  • User Access Controls
  • Collaboration

LogicalDOC is a Safe and Secure application

While the pain of losing a physical copy is understandable, physical copies were never intended to be accessed by several individuals at the same time, especially if they were in separate places. On top of all that, the security of an actual physical copy depends on where it is stored and cannot be relied upon to last for lengthy periods of time. Although the data can be stored virtually on a physical server and accessed from a user's terminal, the entire information supply chain is only as robust as its most vulnerable component. To top it all off, the hardware on these servers is still vulnerable to failure.

LogicalDOC, on the other hand, offers a solution that addresses all of these issues while still being simple for customers to use in the cloud. This allows consumers to join from anywhere in the globe using any web-enabled device. A distant place where your data is backed up many times, just in case.

Even the fastest supercomputer would need billions of years to crack LogicalDOC's 256-bit encryption, which is equivalent to bank-level security. SSL encryption is used for all communications into and out of the system. As a result, you may relax knowing that no one will be able to access that system unless they have received the necessary authorization.

A password policy of your choice may also be implemented throughout the system to ensure that your central repository for shared information has no weak links.

Managing User Access to your shared information Central Repository

There are many stakeholders on your system, and you want to provide them enough access to accomplish their tasks properly without giving them too much access that they wind up somewhere they shouldn't be. Using LogicalDOC's cloud storage, individuals may have access to a variety of material at varied levels of privilege.

If all users could access the information without modifying it, a central repository for shared data would make sense. This means you may set up a folder with all the necessary information in it, then provide read-only access to the folder to the appropriate individuals. Additionally, you have the option of making the folder invisible to other users.

Collaboration

LogicalDOC may be set up such that a team of users collaborates on these folders. Teams must collaborate, which might be difficult if they are distributed. You don't have to be concerned about "how" while using LogicalDOC's platform because it's available from anywhere in the world.

Working together in real time on Word, Excel, and PowerPoint projects feels like you're sitting right next to each other using LogicalDOC's Office Addin for Microsoft Office 365 (separate membership needed). You may work together on a file or a folder in the same way.

Or, you may set it up such that just the person working on it has access to it.

It's a strong solution when used in conjunction with LogicalDOC's sophisticated OCR search, versioning, and audit-trials capabilities. 

Conclusion

A central repository for shared knowledge does not have to be very complicated to use effectively. Centralized work should be as simple as checking in and receiving access without having to worry about accessibility, security, or downtime, no matter what application it is for.

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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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