Document
Management Software from Luit Infotech for
Web based Collaboration, Document, Workflow, Web Content and Knowledge
Management
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Governments are under the constant pressure to continuously innovate and adapt to technological advances for managing confidential public records for national security. The workload of Government officials is consideable as they have to continuously keep on updating public records. They usually face the following challenges while managing their critical public record documents:
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High Costs:
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Government agencies have their facilities and employees scattered in different locations. It might be cheaper to maintain separate records management systems for different locations, but the inefficiency of paper-based or stand alone systems becomes counterproductive and costs a lot of money in terms of man hours.
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Due to lack of collaboration and centralized knowledge repository, same documents have to be recreated over and over again costing a lot of money
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Storage and Search Issues:
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It is extremely difficult to search for paper documents and costs a lot in terms of time and man hours
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Paper documents require a lot of expensive storage space
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Communication Issues:
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In a paper-based systems, the document review process can be long and cumbersome. It requires a lot of meetings to discuss changes and obtain approval and signatures. When a change is rejected, more meetings are called resulting in loss of time and man hours.
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- Document Usage Tracking issues:
- In paper-based systems, it is not possible to track if a certain
user has actually taken a look at the latest version of the document.
A lot of follow up is required to ensure that a user has seen
the document which increases the time and money costs (in terms
of man hours).
- In paper-based systems, it is not possible to track if a certain
user has actually taken a look at the latest version of the document.
A lot of follow up is required to ensure that a user has seen
the document which increases the time and money costs (in terms
of man hours).
- Knowledge Dissemination Issues:
- In Government agencies, people usually communicate via emails and phone or face to face meetings while discussing and solving public grievance issues. This knowledge is sometimes stored in paper but most of the times it remains in someone's head. This valuable knowledge is lost with time and has to be recreated every time it is required.
How can LuitDox Platinum help Government Agencies?
LuitDox Platinum can help Government Agencies streamline their
document filing and records management processes. The following are
the "before" and "after" scenerios of implementing
LuitDox Platinum:
| "Before"
using LuitDox Platinum |
"After"
using LuitDox Platinum |
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| Document
Management Challenges |
LuitDox
Platinum DMS Solution |
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Inefficient
paper-based Document Management System |
Efficient Document Management System | |||
Lack of document revision
control |
Automated document
revision control |
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Disconnected document
management processes |
Centralized document
management |
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Loss of knowledge about
public records and grievances |
Centralized knowledge
management repository for storing public records, knowledge and
grievances for future reference and use |
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High costs of storage
and searching paper documents |
Advanced search functionality
makes searching documents very fast. Documents are stored in your
servers instead of filling hundreds of square feet of prime office
space with file cabinets. |
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Lack
of oversight due to absence of a centralized reporting facility
on the document activities |
Increased visibility
due to document usage reports that can help in maintaining a record
of the document related activities performed by the different
officials |
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Inability to track if a user has viewed a
document |
Whenever a user takes a look at the document,
LuitDox Platinum captures the document viewing event |
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Inefficient Workflow
Process - A paper-based system is plagued by bottlenecks, lack
of follow up and inadequate response. All of these can result
in delayed approval of documents. |
Efficient Workflow
Process - the easy to configure workflow process of LuitDox Platinum
helps Government agencies in streamlining document approval processes |
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Lack of a single system to reconfigure, recombine,
and integrate knowledge from distinct and disparate sources and
foster team working in environment. |
LuitDox Platinum provides an adequate media
to reconfigure, recombine, and integrate knowledge from distinct
and disparate sources without limiting a users’ creativity
to solve problems. It supports effective team-working in environments
where teams are located physically together in the same office,
as well as virtual teams who do not necessarily meet face-to-face. |
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Poor Follow-up - Assigning
team members and following up document review tasks via e-mail
or phone is a time-consuming process that could easily fall through
the cracks |
Efficient Follow-up
- Automates document review task assignment and follow-up and
has notification capability for any review not completed by deadline. |
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