Documentation Management Software | Key Features and Platforms
InfotonicsMedia, a software development company with 15 years of experience, offers documentation management software consulting.
The Foundations of Documentation management Software By utilizing reusable document templates that use conditional logic and associated data sources, documentation management software reduces the writing time of highly structured documents (e.g., financial statements, invoices, government forms, and employment contracts). Documentation management software interacts with OCR, DMS, CRM, and other applications.
Reduce drafting time with our documentation management software
The InfotonicsMedia team serves businesses in developing a documentation management software solution to create and compile documents speedily and precisely.
Documentation Management Software: Key Functions
Template creation and management
- We provide a template editor for creating quick templates. It works with sophisticated branching logic and includes dynamic fields and interview forms.
- It designs intelligent templates from an organization's electronic documents (agreements, bills) stored in DMS or other depositories.
- We offer a workflow for template support.
- We do it using built-in or integrated OCR software, AI-based conversion of scanned documents into readable documents (e.g., PDF format), and data uprooting into creative templates.
- Intelligent templates are stored in a centralized location.
- Titles, complete text, and metadata are all used to search templates.
Document security and compliance
- The document generation relies on interview form replies or automated data extraction from integrated data sources (e.g., corporate systems, databases) into original document templates.
- We do document creation in bulk including, agreements, receipts, applications.
- E-signature capability is built-in.
- We send notifications and alerts for document creation, approval, and template modification).
Document security and compliance
- Encryption of data.
- Access control is given depending on roles.
- The authentication process follows many factors.
- Versioning of documents and an audit trail are available.
- Policies for document archiving and retention/deletion.
- Full backup and recovery of the records are available.
- Administration of report compliance (e.g., HIPAA, GDPR, GLBA, SOX).
Document security and compliance
- We provide various output formats (.pdf, .docx, .pptx, .html).
- You can print the documents in different languages.
- We offer mobile document access and signature capture.
- The user can access the documents offline.
- Automated email delivery of newly produced documents.
Recommended Integrations for Documentation Management
Software
Data sources
(CRM, ERP, DMS, and HR systems, databases, email services, and so on) to enable quick template auto-population with relevant data. It permits integration with CRM and allows you to directly populate contract and sales proposal templates with customer information (names, legal addresses).
DMS
Thanks to intelligent templates of documentation management software and workflow capabilities of DMS. It automates the life cycle of a document from creation to e-signing.
BI
To evaluate the efficiency of documentation management software, create visualized reports on the use of automatically generated documentation (e.g., the number of accepted/declined/pending papers, document flow by department) in BI software.
OCR
To modify scanned documents into readable forms, such as PDF, and secure data into creative templates.
Documentation Management Software Success Factors
Easy to adapt
It releases business data from different data sources, e.g., CRM, ERP, databases, email services to intelligent document templates.
Mobile and offline access
It permits users to create documents any time, any place, using different devices without dependence on the Internet connection.
No-code document template editor
To make it possible for even non-technical users to generate effective document templates.
Robust safety features
It complies with governmental and industry-specific ordinances like GDPR, SOX, GLBA, HIPAA, and more.
Documentation Management Software : Investments
Precisely, custom solutions are expensive and determined by their amount of complication.
- Important financial results
Based on our experience we the major financial outcomes of using documentation Management software include:
- Increased staff productivity as a result of a 70% reduction in document drafting time.
- Due to automatic document generation and compliance, there is 100 percent documentation accuracy
- Reduced document development expenses due to less time and human effort.
Platforms We Recommend
For major corporations and organizations in highly regulated fields like healthcare, we don’t suggest open-source solutions.They may require important features like multilingual backing and an e-signature workflow and are less likely to meet the required government and industry-specific acceptance regulations. In terms of commercial products, we recommend the following most commonly used ones:
If Custom Documentation Management Software Fits Perfectly
If your organization has particular requirements, such as those that require the use of modern technology, such as artificial intelligence (AI) or machine learning (ML). We recommend going with custom documentation management software.
- AI-powered identification of sensitive information in documents and templates (e.g., based on specified keywords) to provide an extra layer of security for enterprises in highly organized industries such as healthcare.
- Duplicate or near-duplicate template and document detection and removal using machine learning.
- ML-driven text classification for assigning a newly created or captured document to one or several categories based on individual words, phrases, and headings. It also works on embedded images and routing.
- Text categorization is performed using machine learning to analyze a newly recorded document into one or more categories based on individual words, phrases, metadata, and embedded images.
Documentation Management Software Implementation by InfotonicsMedia
Documentation management software consulting
- We analyze materials for automation by examining your company's document workflows and types of documents.
- We provide documentation management software solution functionalities in priority.
- It is easy to choose between platform-based, and custom development is a proper implementation choice.
- We suggest integrations based on data sources for intelligent documents (CRM, ERP, HR, e-commerce, accounting software, and more).
Documentation management software implementation
- We develop technical specifications for documentation management software.
- We implement platform-based or customized solutions for document automation.
- We offer assimilation with enterprise systems (CRM and ERP), other data sources (such as databases), and advanced technology (AI, ML).
- Guarantee high quality.
- Post-implementation support.
Platforms We Recommend
InfotonicsMedia is an IT consultancy and service provider. We provide documentation management software consulting, implementation, preservation, and development to help businesses design secure and authentic documents while maintaining administrative compliance. If you’re looking for documentation management software? Check out our offers now.
10% discount
for early registration
If you're looking for documentation management software? Check out our offers now!
We provide documentation management software consulting, implementation, preservation, & development to help businesses design secure and authentic documents while maintaining administrative compliance.