Manufacturing Industry
Streamline Your industry's Document Management with SmartFolders
In any company that involves production/ manufacturing, there is a sheer volume of paperwork, including but not limited to various requisitions, order forms, sales/ purchases invoices, staff records, and manuals/ Standard Operating Procedures (SoPs). This paper work sometimes exceeds the capacity of the available resources. Spending an excessive amount of time looking for documents, categorising them, and maintaining them costs both time and money.
SmartFolders – a Document Management Software – is a computer program used to store, manage and track electronic documents and electronic images of paper-based information captured through the use of a document scanner. All the documents/ files are stored in a special dedicated electronic ‘vault/ repository.
Every person in the organization will have access to every document from this central repository or vault. Remote workers and offices will have the same access to all the documents as if they were in the corporate office. Which person has access to which file/ folder (for view, edit, delete, share etc.) is in the hands of the IT head. If multiple versions of a file have to be created – especially when document(s) are being handled by a team – all versions remain in the electronic vault.
Big manufacturing concerns normally use ERP’s for their regular operations, but there is still a lot of physical storage of papers that causes process delays, inefficiencies and extra costs. SmartFolders can be integrated into the existing ERP’s of such firms to increase the efficiency of the company time-folds.
SmartFolders has an extensive search function. It has a ‘Basic Search’ bar. For example, we write the name of an employee ‘Sarah’ over here. Now with the name of ‘Sarah,’ there can be hundreds of documents. Let’s say, 300 documents are displayed over here. Obviously, we cannot find our relevant document with this search. What we do is, in the basic search, we add the word ‘Finance.’ Now our search narrows down from 300 to say 50 documents. If we write another word ‘2022’ in this ‘Basic Search’ toolbar, we might have, say, three or four documents. It is now easy to find our relevant document.
In the ‘Advance Search’ feature, we have to define certain search parameters, for example, the exact date or the date range when it was created, who created it and whom it was addressed to (if the document being searched is a letter or correspondence), who was the author of the document etc. What the search function will do? It will match all the criteria within the database and it will bring up the required document with given filters.
The above search functions are for finding folders and documents. SmartFolders also has an OCR Search function, which enables keyword searching within documents. This makes all your files searchable by the content within.
Keeping manufacturing standards consistent, implementing quality document management system like SmartFolders for the manufacturing business, and ensuring that effective document control is in place are all things that can help you bring products to market more quickly.
SmartFolders has high-level security at ‘system-level’ and ‘database’ level. It has extensive roles or functions at the system level as well as at the database level. We can create individual users with different rights as well as user groups with particular set of rights assigned to a group.
Automated workflows allow you to better manage your business processes. Almost every day, employees in your company work together to complete tasks such as preparing documents for creation or receipt, sending them for review, or approving them once they have been reviewed. Processes can vary greatly from one situation to the next. When these processes are automated, they can reduce costs and improve the efficiency of your company. Making business processes more efficient, standardising them, and enhancing collaboration and accountability can all be achieved through ‘business process automation’ feature of SmartFolders.
With the help of Business Intelligence Reporting, you can prepare and analyse data to discover and share useful insights that will help you make better decisions and improve your company’s performance. Real-time data is easy to get to and can be shown in tables and graphs.
Both on-site storage and cloud storage are available with SmartFolders. Based on the needs of your business, you can choose between the two. Your documents will be maintained in a safe, secure location in both cases.