Electronic Document Management System — one source of truth.

Finance & Legal / Document Management / Governance / Version Control

The client needed a single source of truth for its organisational information. In the existing setup, multiple users worked on the same documents, making version control difficult; duplicate and unwanted documents accumulated; relevant information was hard to find; document authorship was hard to identify; and improper documentation had led to financial penalties from the government on compliance. Xpertnest delivered an end-to-end electronic document management system to organise information, control access and responsibility, and manage versions.

Business requirements & challenges

Business requirements & challenges

Documents were fragmented and uncontrolled, and poor documentation was creating real compliance and financial exposure.

Major challenges

• Multiple users working on the same documents, making version control difficult
• Duplicate and unwanted documents accumulating over time
• Difficulty finding relevant information
• Difficulty identifying the author of documents
• Improper documentation causing financial penalties from the government on compliance
• No single source of truth for organisational information

Solution

Solution — end-to-end EDMS

An electronic document management system that centralises information into a controlled, hierarchical environment with access, roles, tasks, sharing and version control.

• Autonomous hierarchical structure to store data into folders and subfolders
• User access management to assign responsibility for any folder, document or client
• User role management to generalise role-specific access
• Task management to manage the team
• Tasks mapped to documents to assign user-specific responsibilities
• Effective document sharing with version control

Stack

Technologies used

How it works

Process workflow

1. 01Store documents in an autonomous hierarchical folder/subfolder structure
2. 02Assign responsibility for folders, documents or clients via user access management
3. 03Apply role-specific access through user role management
4. 04Create and manage tasks to coordinate the team
5. 05Map tasks to documents to assign user-specific responsibilities
6. 06Share documents with version control — one controlled source of truth

What's new

Key innovations

Business benefits

Business benefits

• A single source of truth for all the information
• Information organised into a proper hierarchical structure, so users can find information without issues
• Improved user efficiency
• Improved responsibilities for all documentation and information
• Better-controlled documentation, addressing the compliance issues behind the penalties

At a glance

Key highlights