Document Management and Electronic Archiving System

Document management and archiving is a set of systems, processes, mechanisms, tools and methods used to classify a document, store it, manage it, search for it when needed and exploit it, and keep a record of the different versions of it that were created and modified by different users, in order to preserve the authenticity of the document, documents are archived in order to avoid the risk of loss and maintain their confidentiality.

It is a group of document management systems that uses international policies, rules and standards in the field of preparing information management systems, document management and archival protection, in addition to the concepts of content management systems, it works on scanning and indexing documents and digitally converting their data so that they are available to the user, and he can recall them, view them and circulate them electronically easily.

The electronic document management system is a software system that manages all types of documents and electronic documents, follows up and stores electronic documents or copies of paper documents, and maintains multiple versions of them, by integrating the document preparation process with automation systems for workflow, which leads to increasing the efficiency of operations in terms of cost, productivity, and timely decision making.

The electronic document management system is considered as a part of enterprise content management systems related to managing digital assets, scanned documents, workflows, and records management systems, which contribute to eliminating paper-based processes in organizations by providing document imaging options through scanning (OCR) and workflow management.

• The system is extremely easy to manage and handle by individuals
• Ease of creating and modifying the structure and classification by the system administrator without affecting the contents
• Freedom to distribute administrative operations to users and groups without conflict
• Reducing wasted time and effort in searching and organizing documents
• Reducing file loss and dispersion
• Providing an easy mechanism to import files
• Providing a simple and flexible mechanism for classifying and categorizing files and documents sequentially.
• The system provides an advanced search feature, through various criteria such as: title, keywords, and text content, which gives highly accurate results
• Enhancing the level of security and protection of information
• Set access permissions to documents and files
• Extracting detailed reports on inputs and employee performance
• Enables API integration
• The system makes it possible to carry out the entire document cycle automatically, starting from the creation and storage processes, to retrieval and destruction, you can also review the full history of the document, and track the changes that have been made to it during a specific period of time

The information revolution and the huge amount of information and documents have brought about an unprecedented development and a radical change in the methods used in processing information and how it is preserved and circulated.

Because paper archiving systems have many problems and shortcomings, switching to using computer systems and specialized software for preserving documents, papers, and correspondence has become important to ensure the success of indexing, archiving, and integrated document management operations in your organization: to preserve the identity of official documents or their legal form.

To understand the importance of document management systems, imagine, for example, how much paper is widely used in a government institution in the Kingdom, and how much physical storage space would be needed to store all the papers year after year, all of this can be avoided when using software dedicated to managing and archiving documents, as everything is stored electronically and on servers, and you will never need to consume large storage spaces.

The electronic document management and archiving system is considered one of the most important solutions that help institutions confront the risks of manual storage and archiving and the risks of paper damage, which in turn leads to reducing costs and increasing productivity.

• We have adopted the latest technological techniques in programming and designing the electronic document management and archiving system
• Our system is designed according to the best modern trends and principles in electronic management for document organization and handling procedures
• The system is characterized by speed, accuracy, and transparency, and reduces the rate of damage and loss of files, it will reduce the loss of documents between departments and units, and clarify the path of their flow.
• The document management and electronic archiving system is characterized by its ability to be expanded in the future without any obstacles, allowing each user to browse documents based on the permissions granted to them by the system administrator.
• Keeping documents in a safe place to protect them from loss and granting them the necessary confidentiality.
• The system provides electronic signature technology to preserve the legal nature of documents and prevent their content from being altered
• Reduced costs to install and operate the system within your organization
• We provide 24/7 technical support, our team is ready to receive your inquiries at any time and provide solutions
• Our system saves you the high costs of securing information and documents
• Free maintenance service for a limited time*
• We provide training and system awareness services to users

• Lack of storage space
• Poor protection for data and other valuable assets, where one of the biggest information security risks for businesses is paper
• Printed documents can easily be lost, failed to process, or are damaged, unlike electronic archiving systems
• Difficulty transferring and sending documents, but with a digital document management system, you can simply add attachments to the email and send the information instantly
• Difficulty modifying contents, if you want to make changes to a paper document, you will need to type all the content again, you should also place a copy of the original document to highlight all modifications made
• The biggest shortcoming of paper-based document management systems is high costs
• Collaboration in a paper-based document system is very difficult, while digital document management systems provide easy and quick collaboration features, they can also track all the changes made