TRACMI – Document Tracking System

Business workflows requires movement of documents across facilities. Locating such critical files and documents is one of the greatest problems in offices today.

Managing, securing and tracking an organization’s documents is challenging. In our fast-paced world today, digital is eliminating the need for paper forms and saving much needed time for the busy executive. Tracking, storage, retention, retrieval, and access control mechanisms have a profound impact. Implementing a good, reliable document tracking system can greatly improve the business efficiency.

We provide an end-to-end solution to track your documents within the specified premises. The solution is IVR enabled, flexible and streamlines the process flow specific to document/request types, simplifies workloads, alerts and notifies through eMail and SMS, easy to manage and yields higher efficiency.

The solution integrates all essential documents management tools, collaboration and an advanced search functionality with multiple criteria into one easy to use solution. The system which collects information from any digital source also includes administration tools to define the roles of various users, role based user access, document security at multiple levels and layers, detailed audit logs, adhoc document routing, file definition and management apart from operational and management reports.

  • Records Management
  • Workflows
  • Automate Tasks

Records Management: Records Management helps your organization by efficiently and systematically control of the creation, reception, maintenance, utilization and disposition of records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records.

Workflows: The Solution provides a workflow engine for defining and simplifying business processes and helping employees coordinate effectively with both the organization and each other. The users can Request/Document routing based on pre-defined or Adhoc workflow. All documents are electronically stored and organized in ways that make sense for your workflow and access needs. They can be easily be retrieved with intelligent/ advanced search with multiple criteria’s.

Automate Tasks: Given a specific event, you can apply validation rules and assign tasks/actions to be performed on the documents without human intervention including classification of documents, automatic workflow execution etc..

Modules:

Barcode: Unique Identification of documents, attachments and files based on Bar Code is done by the Barcode reading and identification module.

Document tracker: The module helps in associating documents with its respective attachments. It also helps in tracking movement of documents and files within the organization. Furthermore, it also facilitates management and handling of confidential documents.

Audit: A complete audit trial of each and every document helps check for any irregularities in access, issue and so on.

Electronic Invoicing: E-invoicing module extracts invoices “XML” format and store them in the system.

Basic and advance search: There are both basic and advance level of search applying multiple criteria’s

Reports: Create and use your own Reports. Reports are generated in PDF format. Both Operational and Management reports can be retrieved

Task manager: Create, administrate and assign task to users and roles.

Archiving Module: Use the repository as a document management system to store messages massively. The mail file is an automated process for the preservation and protection of all emails.

Electronic Signature: In e-commerce and the law, a signature on a document is an indication that the person accepts the intentions recorded in the document.

Benefits

  • Keeping a record of documents handled in the organization and tracking their movement
  • Reduced Physical Storage
  • Lower Costs
  • Save Time – Instant Access to Documents
  • Robust Indexing of Documentation
  • Quick Deployment
  • Simple Updating Process
  • Higher Levels of Productivity
  • Air-tight Security