nlenbe-nlsvThe best software for quality and risk management.
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Smart search algorithms

Find information quickly thanks to various filters and search suggestions.

Easy document management

Keep documents and processes up to date; independently or together.

Sharing and securing

Share documents, internally and externally, with stakeholders. Guarantee assessment and authorisation.

Interactive documents

Find the most relevant information immediately thanks to targeted questions.

Immediately see what Zenya DOC means for your organisation?

We have over 20 years of experience with document management in various industries. We can share best practices with you and help you to get you started right away. Start working smarter and more efficiently with a document management tool today.

 

Request a personal demo now, free of charge and without obligation.

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Secure quality without compromising usability

Zenya DOC helps your organisation structure information and present it in a user-friendly way. It accommodates documents with full quality assurance – but also more fluid information in documents that you can easily keep up-to-date together.

Personal preferences for notifications and interesting information can be set, so that the professional only sees the documents relevant to him or her. You can also integrate the DMS perfectly with existing systems such as an intranet so that the professional finds everything in one place to perform his or her work optimally.

A good DMS offers relevant information at the right time. For this it should not matter where or when the information is consulted, this should work anytime, anywhere, on any device.

Information at hand with the Zenya Search App

For anyone who does not (always) work from a PC, but regularly consults company documents, the Zenya Search App is the solution. With this app, employees always and everywhere have the latest version of documents and processes at hand on their own mobile device. This way you are no longer dependent on PCs or laptops in the workplace.

Searching with the app is easy, you can find the information you need in no time. Is the information in an interactive document? Then searching for information in the Search App is even easier, because with only a number of smart questions the currently relevant information is shown.

Does the employee not have an Internet connection for a while? No problem. Documents are automatically saved on your device. So documents are always at hand, wherever you are.

Read more about the Zenya apps »

Link information to objects with the card index

Some information is specific to an object, such as work instructions, manuals or contracts. With the card index functionality in Zenya you can easily link documents and other information within the DMS to an object.

The card index is a smart database where you can store, manage and access all this information in one central point. This is useful for information that you can use in different modules:

  • For example, use it as a processing register, securely and easily storing contracts from suppliers;
  • Or use the card index, for example, as a device management system within highly controlled environments such as laboratories.

To work with the Zenya cardbox, you don’t have to be very tech-savvy at all. The tool is intuitive and easy to use.

Because the cardbox is connected to all modules, you can easily collect or view information. Want to add external information? This is easily done by loading Excel lists.

Read more about the card index functionality within Zenya »

Interactieve Documenten binnen Zenya DOC documentmanagement software

Interactive documents – the new standard for document management

In your document management system, create interactive documents. Using smart questions, only the information the professional is looking for at that moment is displayed.

Read more about the ease of working with interactive documents in Zenya DOC »

Did you know… that every professional prefers to only see the information he or she needs at that moment?”

Prevent errors with better document management

Professionals need to be able to find the right, up-to-date information anytime, anywhere. Thanks to smart search algorithms in our document management system, searching becomes faster and easier than ever, allowing employees to do their jobs better.

You also prevent errors caused by missing, incorrect or outdated information with this smart DMS. Making fewer mistakes means higher quality, saving you costs and time because you don’t have to do any repair work.

In addition, Zenya DOC helps organisations comply with the GDPR legislation and many other standards and guidelines. It a perfect tool to get a grip on process management.

Example of version control and review for administrators in Zenya DOC

Want to know more about working more efficiently with Zenya DOC?

The brochure on Zenya DOC shows how you can work faster by using a smart document management system.

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SaaS - Secure and reliable

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ISO 9001 and ISO 27001 certified

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Zenya DOC via SaaS

Zenya is a SaaS solution. Software as a Service. This means you don't have to worry about the (technical) management and security of the application, we take care of this for you.
From updates to maintenance, we guarantee that you get the best and always available quality management system
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We aim for top quality

To keep us sharp ánd to demonstrate our quality, we are ISO 9001 and ISO 27001 certified.
In addition, we have our operational quality, processes and control measures verified annually by DNV GL.
Frequently asked questions

The answer to your questions

What is a document management system?

A document management system, also known as a DMS or document management software, ensures that employees have access to the correct, current and approved documents anytime, anywhere. Think of protocols, procedures, work instructions and process descriptions. A DMS also safeguards all workflows related to version management and authorizations.

Documentation can be stored in different types of files, such as PDF, PowerPoint, Word, Excel, CAD or even video.

A DMS is actually a tool that helps an organisation manage all processes around documents easily and efficiently.

Modern document management also means searching for relevant information quickly and intuitively. An example is the use of interactive documents: by answering a few smart questions, only the necessary information is provided, all “noise” is not shown. And that information can include other material besides text, in a single document. You can also put this type of document in a document management system.

What is document management?

Organisations keep an overview and insight into a mash of information at all times with document digitisation. Document management is part of this. Think for example of protocols, procedures, work instructions, process descriptions, etc. 

In knowledge-intensive organisations, all these documents and their versions can eventually lead to fragmentation and contamination. Document management ensures that unnecessary searching is a thing of the past and errors can be prevented.

A document management system (DMS) supports organisations in the tasks associated with document management.

What is a document?

A document is a collection of data, also called an information resource. 

  • Documents can come in either paper or digital form. Examples of documents are procedures, instructions, protocols, reports, logbooks, etc. 
  • Documents can be easily digitized and managed in a document management system (DMS). This provides more structure and therefore more overview and insight.

What is the purpose of document management software?

A DMS must be able to quickly provide an employee with the correct and up-to-date information. Especially given the high degree of fragmentation, high information density and short shelf life of information in knowledge-intensive organisations. 

Without good document management software, searching for a specific document is an intensive, time-consuming and error-prone job. In a good DMS, every employee can find the correct and most recent documentation in no more than 2 clicks to perform his/her tasks quickly and properly. 

In a DMS you can store and manage not only documents, but also content such as training materials, videos, PowerPoint presentations, etc. By storing all the different types of files in a document management system, it is possible to keep an overview and follow version control.

How can a DMS assist in process management?

Good document management software has more to offer than quick information retrieval. It also makes document management and the creation and review of new or revamped processes easier than ever. For example, in a DMS you easily secure ownership and devolve tasks to colleagues.

Link documents to process elements and let intelligent workflows work for you. They help you monitor the progress and status of processes, using automatic alerts and notifications. This gives you a grip on process management and prevents errors.

In addition, it makes you more agile for customers, suppliers and colleagues, and this gives you an advantage.

What are the benefits of document management software?

Thanks to document management software, employees always and everywhere have up-to-date information available in a central location. Nobody works with outdated versions anymore because the change process is continuously secured thanks to an effective workflow. This ensures structured document management and allows users to easily find, share and modify documents. 

Changes can also be made in teams, so that employees can work on the same document simultaneously. Naturally, version control ensures that old versions and modifications are never lost. 

In addition, smart search algorithms and a mobile app help prevent time wasting because employees can find the right information faster. 

Furthermore, errors due to untimely, missing or incorrect information are eliminated. And fewer errors means better quality and fewer recovery costs.

The benefits of a DMS at a glance:

  • You are always in possession of up-to-date documentation;
  • You eliminate wasted time by using smart search functionality;
  • Managing a workflow has never been easier. Secure the process in which you, the author, have the document reviewed, approved and ask for read confirmation;
  • The risk of errors decreases as everyone works with the latest versions of documents;
  • You always know who is aware of changes to documents or processes by working with read confirmations;
  • It automatically tracks which changes have been made to a document, when and by whom;
  • Thanks to administrator rights, you can guarantee the quality of documentation.

Using a DMS not only saves you and the professionals time, it also allows you to get the most out of your organisation.

How does document management contribute to efficient working?

Thanks to document management, employees make fewer mistakes because they can access the most up-to-date information they need in their daily work anytime, anywhere. Think of work instructions, manuals, videos, contracts, powerpoint presentations, excel files or any other content you put into a document management system. 

A mobile app allows them to access company documents stored in the DMS at any location, even on the road.

In addition, intelligent workflows ensure the process (and thus the quality) of creating and reviewing new documents. These workflows within a DMS help monitor the progress of the process using automatic update alerts and deploying tasks to colleagues. 

Employees involved in maintaining a vital information infrastructure are given a clear picture of what is expected of them at any given time. They can then easily record this contribution in the document management system.

What is document management?

Document management supports your organisation in managing documentation. All your documents are stored in a document management system (DMS). This way, everyone in the organisation always has access to the right information and, by attaching administrator rights to each document and working with version control, you can continuously guarantee quality. 

In addition, document management software allows everyone to find the right information quickly.

What is version management?

Version management within a DMS is keeping track of changes in a file (over a longer period) so that you can retrieve a specific version at a later time. Version control is done with a smart version control system. 

With version control, for example, you can view the changes between two versions and see who made the last change. This makes it easy to trace adjustments or errors.

Another advantage is that you can easily undo an action if you make a mistake or lose a file. Version management is therefore an indispensable part of a DMS.

Want to find out what Zenya
can do for your organisation?

Contact our experts without obligation! We will be pleased to brainstorm with you.

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Chart all organisation-wide risks


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