A system for document management and office administration
Every document that enters your company gets its place, its owner and its deadline. From intake to archive, electronically, without carrying paper around the offices.
WE BUILD SOFTWARE FOR COMPANIES LIKE THESE
The document exists, but nobody knows where it is
Paper, folders on computers and emails are doing the job of a system. By the time a document is found, approved and passed on, more time has gone than anyone is willing to admit.
Searching instead of working.
The document is somewhere in a binder, in someone's folder or in an email from a year ago. Whoever is looking for it gets nothing else done that day.
Approvals travel by hand.
Paper goes from desk to desk, and when someone is out, it sits there. Nobody knows where it stopped until they start tracing it backwards.
There is no record of who did what.
You cannot see who received the document, who changed it and who approved it. When you need an answer, you are relying on people's memory.
The same document exists in several versions.
It circulates by email, everyone edits their own copy, and in the end nobody knows which one is the latest and which one applies.
A document's journey from intake to archive
A document enters the system once and moves on by itself, according to the rules you set.
What changes when documents finally have a system
The change shows up first in time, and immediately after in how much work the same people get through.
A document is found in seconds.
Instead of walking between offices and digging through binders, the search gives you the answer straight away.
Approvals stop sitting still.
Once it is clear who is holding a document and for how long, no time goes into asking where it got stuck.
The same people handle more case files.
The time that went into searching, copying and carrying paper goes back into the work.
Management sees the current state in real time.
How many case files were received, how many resolved, how many are waiting and how loaded each organisational unit is.
Paper stops being a condition for working.
People work with documents from any location, and physically walking between offices is no longer part of the process.
Who gets the most out of TQORE DMS
If your work generates a lot of documents that have to pass through several pairs of hands, the system pays for itself quickly. It makes sense if you recognise yourself here:
Your documentation passes through several pairs of hands before it is finished
You have multiple departments, branches or warehouses
Contracts, quotes, delivery notes and work orders sit in binders and folders
Approvals wait on someone who is out of the office
You cannot quickly answer who approved what and when
What actually changed after implementation
Projects where we moved manually run operations into a system.
What clients often ask us
Does it connect to the software we already use?
In most cases, yes. What is possible depends on the software you have, so we check it before we promise anything.
Does the system run on our premises or online?
Both are possible. Some clients want everything kept on their own servers, others prefer us to take care of it. The setup is agreed at the start, based on your internal rules and the regulations that apply to you.
How long does implementation take?
It depends on the number of processes, the volume of documentation and the number of locations. After the discovery phase you receive a phased plan with dates we stand behind.
Is this only for public institutions?
No. Public institutions make up a large part of our references, because that is where electronic office management started earliest. The same problems exist in private companies, they just go by different names.
What happens to the documents we already have?
Existing documentation is scanned and entered into the system. The scope and the order are agreed during the discovery phase. Some clients start with active cases and add the older archive later.
Will our people have to learn a new way of working?
The system follows the steps you already have, so there is no new procedure to learn, only a new tool. Training is part of the implementation and is delivered to the people who will use the system every day.