Keywords

incoming records outgoing records records archive record distributions record comments OCR scan of paper records

Requirements

You want to keep track of all incoming and outgoing faxes, emails, documents i.e. "records" to your organization and you need to dispatch these records within the organization to the related roles. You need to search int he archive of all incoming and outgoing correspondance of your organization.

FUNCTIONALITY

Incoming Records

Records received by hand, mail, fax or cargo from other institutions are scanned and recorded in the ERMS system. During registration, the date of the document, registration date, explanation, etc. i.e. metadata can be entered. Each organization can customize its record metadata. ERMS assigns a unique numbered for each document entered automatically. Document numbers can be set to increase continuously, or by starting over each year until the end of the year. If desired, unit codes or section numbers can be placed at the beginning of the document number. For document registration, different document libraries with the desired number and name can be created in ERMS. The document recorded in the ERMS is distributed within the organization for "CC" or "TO". Distribution is done electronically, by e-mail to the people being distributed. The e-mail sent by ERMS contains the relevant link of the document, not the document itself as an attachment. The distribution transactions made within ERMS can be role based; for example, documents can be sent to the role of Finance Manager instead of to the person whome Finance Manager role is given.

Outgoing Records

Documents prepared and distributed within the organization or documents prepared and sent outside the institution are recorded as "outgoing documents". Outgoing documents shared between units "internal correspondence"; sent outside the institution is called "external correspondence". Organizations to which documents registered as external correspondence are sent can be selected from an address book. If desired, the private / legal persons list to which the documents are sent can be integrated with an ERP application, enabling ERMS to use the customer / company list in the ERP system. In this way, it is possible to see all the correspondence with a specific customer in the system. It is possible to generate internal or external document numbers specific to each section of ERMS. Document numbers can also be year-based. Year-based numbers restart automatically at the beginning of each year.

Other Functionality

ERMS allows the information of all units, roles and employees in the organization to be modeled in a tree structure. Multiple institutions can be modeled within the organization tree, for example: a holding and subsidiaries belonging to a holding; or economic enterprises belonging to a foundation and foundation, academic and administrative units of universities can be recorded in the organization tree. Roles or positions define the tasks within the organization, for example "IT Manager", "Marketing Person". It is possible to define multiple roles of a person in the organization tree. Employees can be assigned to roles "originally" or "by proxy". The ERMS organization tree can be integrated with the human resources application used in-house or Microsoft Active Directory (AD). Within ERMS, an employee can "delegate" his / her role to another employee for a certain period of time (due to leave, sickness, etc.). With the delegation ability, the flow of documents within the institution continues to flow regardless of whether or not the persons are in charge. While working in ERMS can define delegation for only his / her role, the system administrator can define delegations for all roles in the system.
Within the ERMS, it is possible to get a list of correspondence per institution with which correspondence has been made with external institutions or to search for correspondence with an institution; It is possible to list all documents distributed to a unit via ERMS or to search among these documents; It is possible to list, or search through, all documents sent to a role (eg Finance Manager) or an employee; People can filter the documents according to which of the documents sent to them from ERMS for "information" and which ones are sent for "information". Users can list the "open" status documents sent to them as required and waiting to be answered; A manager can see which of the documents he sent to his employees are in "open" status with one click; It is possible to get statistical information about how long departments or individuals responded to the documents sent to them in ERMS. It is possible to search documents in ERMS by a date range, by a specific subject, or by keyword entirely; With the ERMS smart search capability, all search results show the results among the documents that users have access to. Within the Solneo Electronic Records Management System (ERMS), the documents sent to the institution and internal and external correspondence can be followed separately for each department (department / directorate / university academic unit / university administrative unit, etc.) and each department can manage its own paperwork independently from the whole.

Technical Requirements

Solneo ERMS on Microsoft Sharepoint runs on Microsoft Sharepoint Technologies (Microsoft Sharepoint 2019 Server, 2016 Server, Microsoft Sharepoint 2013 Server, Microsoft Sharepoint Foundation 2013, Microsoft Sharepoint 2010 Server, Microsoft Sharepoint Foundation (MSF) 4.0, Microsoft Office Sharepoint Portal Server (MOSS) 2007 and Windows Sharepoint Services (WSS) 3.0).