Enterprise Information Management
The main purpose of implementing an Enterprise Information Management (EIM) System is to provide access to relevant information to all stakeholders within and outside of the organisation. Ensuring that the correct individuals or groups can access information easily is an important characteristic of these types of systems.
With M-Files EIM, the task of creating and managing information in a secure and easy to use environment becomes a reality. M-Files manages security through content (metadata driven permissions), function (Finance, HR, Operations etc.) as well as on an individual document level.
M-Files further provides key EIM functionality such as Object centric workflow, Version Control (Library Functionality), as well as the main feature of Metadata which facilitates the easy categorisation and searching of information associated with documents and other objects within the organisation.
Version control with a history of changes, stored as incremental changes, ensures that all changes to documents can be viewed by version of the document.
Co-authoring of documents is made easy either internally or externally utilising the power of One-Drive and Office Online.
Seamless integration with Microsoft Office means that documents created or edited in Microsoft Word, Excel, or PowerPoint are easily managed with the M-Files Add-ins. Integration with Microsoft Outlook makes saving of emails to M-Files a breeze.
Active Directory – M-Files integrates with Active Directory to ensure the management of users can be done centrally. If no Active Directory exists in the organisation, M-Files authentication can be used.
Automated Workflow – Automating processes such an AP Invoice approvals, contract lifecycle management, or a simple expense claim approval can be streamlined using M-Files automated workflow functionality. Actions can be triggered through assignments or notifications throughout the process of completing a workflow.
Web and Mobile access – In addition to an installed client, M-Files provides access through Web as well as Mobile applications supporting Android, IOS, and Windows Mobile platforms. This means that information is accessible whether you are at the office, or on the road.
Replication – The M-Files system can be replicated to ensure continuity in the case of a disaster, or various site offices to ensure information is available even without proper communication.
Dynamic Views – M-Files displays information in a virtual folder environment utilising the metadata associated with documents and other objects as grouping criteria. With virtual folders a document can appear in multiple virtual folders, while only one copy of the document exists in the system.
Fast Searching – Find information fast utilising the easy to use M-Files Search functionality. Search in Metadata, file contents or both depending on the complexity of the search.
And so much more….
Case Management can be a complex process if a system that has the ability to manage all information related to a particular case natively is not used or properly utilised. Managing related content meaningfully can be a daunting task without the right tools or processes.
With M-Files the management of all types of related documents, emails, and other information objects is a natural process. M-Files supports the case management process natively and with the correct configuration of the system with supporting automated workflow processes, the task of managing and finding information relating to a case is relatively simple.
Quality and Compliance Management
Managing a quality system is difficult. Keeping track of non conformance, corrective and preventive actions (CAPA), managing the approval of standard operating procedures (SOP), ensuring that the correct version of an SOP is in use, that training is synchronized with SOP's and managing internal and external audits are all very challenging tasks to have under control at all times. Ask any quality manager.
With M-Files you can dramatically simplify the management of your quality system and realize the benefits thereof rather than experience it as a big administrative hassle.
What makes quality management so different when you use M-Files:
It gives visibility to all quality matters to everybody involved and not just the quality manager
The process to create, update and authorize SOP's is simplified by automating it with workflow processes
Proper version control ensures that the correct version of an SOP is always in use
Traceability of all quality tasks is provided through the audit trail that is created for these tasks
Receive alerts when predetermined activities occur, e.g. a new SOP is released/published
ISO / HACP Compliance Management
With quality management becoming ever more ubiquitous over a wide range of industries, suppliers are required to have stringent control of their quality systems by supporting employees to comply as well as having accurate records and auditable practices and systems. Using an appropriate system to manage quality will ensure that you have up to date and correct information to simplify the process and of continuous improvement.
M-Files offers this solution as a customizable application which can be purpose built for the specific requirements within the compliance space in the organization. From ISO 9001 to FDA 21 CFR Part 11, compliance can be easily managed within the M-Files for compliance environment.
Keeping track of corrective actions, managing policies and procedures, to automating some of the quality processes is made possible with M-Files for Compliance.
Document and Object Workflow
Working with Paper is slow and cumbersome. The alternative of sending emails with documents back and forth is a step in the right direction, but it lacks structure and visibility of the processes. Antiquated business processes slow down the average company’s decision making and also waste time.
The lack of traceability means that companies rely on participants in the workflow chain to all react timeously.
Agile business practices require modern control and traceability of workflow. Tracking, statistics and security add to the benefits of electronic workflow. With the correct electronic “tools”, this can easily become a reality within your business.