When information cannot be followed
In many operations, knowing the status of a document or a process means asking around. Information exists, but it is spread across people, departments and archives, and no one has a complete view of it.
Without that view, everyday questions become hard to answer:
- At what stage is this document or process right now?
- Who accessed, reviewed or modified this file, and when?
- Where is a request held up, and why?
- What information supports this decision?
- How do we show the history of a record during an audit?
What stronger tracking brings
Tracking is not about adding control for its own sake. It is about making documents, processes and workflows visible, so that each person can act with the right information at the right moment.
Agility
Information is available when it is needed, without waiting on others to find it.
Visibility
A clear view of documents, processes and workflows across the operation.
Traceability
A record of activity that shows how each document and process has moved.
Timely decisions
Decisions are based on current, accessible information.
Aquarius: tracking inside the repository
Aquarius DMS combines user management and security with auditing, reporting, search and visualization functions, so that tracking is part of the same repository where documents are stored.
With AQ Web, the same documents can be consulted from a traditional browser, on computers, tablets or mobile phones, under the same permissions.
Auditing
Auditing functions to review activity in the repository.
Reporting
Reports to follow up on documents and processes.
Hierarchy-based access
Secure, controlled access and distribution by hierarchy and function.
Annotations and digital signature
Annotations on documents and pages, and digital signature.
Advanced search
Relational, boolean and full-text searches to locate any record.
Browser access
AQ Web gives access to documents from any device with a browser.
How we approach each project
What needs to be tracked depends on each operation. That is why each solution starts with understanding the documents, processes and workflows involved.
- 01
Analysis
We identify the documents, processes and workflows that need to be tracked.
- 02
Design
We define the structure: document types, indexes, roles and access rules.
- 03
Implementation
Our technicians install and configure the solution for your operation.
- 04
Support
Maintenance packages include updates and upgrades to new versions.
Better operational visibility, greater traceability, and an improved ability to make timely decisions.
What changes for your organization
Better operational visibility
Documents, processes and workflows can be followed instead of reconstructed.
Greater traceability
Activity is recorded, so the history of each record is available when it is needed.
Timely decisions
Teams act on current information, in a more agile and transparent operation.