nlenbe-nlThe best software for quality and risk management.

The digital age enables processes to be accelerated and better structured. Information flows are better organised and effectiveness is increased. Indeed, employees expect a workplace where everyone has quick access to project information and all related information. As an organisation, you can no longer avoid organising this digitally.

Digitisation of information flows, what does it mean?

When we talk about information flows, we are talking about all relevant data needed by professionals in their daily work. These can be documents, but also, for example, work instructions, audit evidence, or protocols.

Digitising information flows does not stop at just providing an online workplace for employees. For instance, it is also good to think about what it does for the security of privacy-sensitive documents, such as important quality documents or evidence towards regulators. Especially when dealing with documents containing business-sensitive information, it is good when this is stored digitally or in a cloud environment. A local computer can break down, a laptop can get lost, and when information is stored digitally you are protected against this.

Two more advantages of digitising information flows are, for example, correct archiving so that information can always be easily retrieved, and the registration of various incoming and outgoing flows.

It’s clear; there are many advantages. So what kind of software is best to use for this?

Managing and organising information flows in a DMS

Organisations can choose to manage data and documents in a DMS. A good DMS enables you to find and share information quickly, and to ensure that professionals only work with the most relevant and correct versions of documents. You can use it to set up folder structures, for example per project, customer or team. This helps to organise and map information flows properly and clearly. Yet another advantage of a DMS is that you can choose who has access to which files. Set up authorisation correctly, so you can be sure that information only reaches the people for whom it is intended. This will prevent sensitive information from getting out.

Applying version control in a DMS

One of the most important functions in a DMS is well-organised version control. With organised version control, it is possible to view changes to a document and find out when these changes took place and by whom they were made. It is possible to retrieve previous versions of a document and, in addition, you can often indicate and make corrections easily. If the document owner is automatically notified of corrections or suggestions, for example, it is also possible to keep documents up-to-date quite easily.

Untidy information flows? Here’s how to solve it

Zenya DOC is a document management system that ensures organisations have visibility and control over their information flows anytime, anywhere. Zenya DOC works with:

  • Smart algorithms;
  • Easy document and version control;
  • Enabling sharing and securing, internally and externally;
  • Interactive documents.

This keeps documents and data always up-to-date, information can be found quickly by applying filters and search functions, documents can easily be shared with stakeholders and documents can be found directly by asking targeted questions. This is how you keep information flows within your organisation transparent with Zenya DOC.

Discover Zenya DOC

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