ABE Document Management

If you spend hours looking for information or know the frustration of lost files and documentation, then this system is for you.

ABE is a comprehensive document management program, but it is even more than that. It is a powerful system that saves you time and space and enables you to really MANAGE your information.

ABE is a web-based application that was developed using ASP.Net and Microsoft SQL Server 2005.

Benefits of Document Management systems

The following list contains some of the benefits of implementing a document management system:
  • Saving money
    • Valuable office space is freed up.
    • Recent estimates indicate that a typical user spends 12 minutes to process a single document. Of this, 9 minutes are spent searching for, retrieving and refiling the document, thus leaving only 3 minutes to actually utilise the information found.
    • The average office (these are U.S. statistics, but illustrates the point):
      • Makes 19 copies of each document.
      • Spends $20 on labour to file each document.
      • Loses 1 out of 20 office documents.
      • Spends $120 searching for every misfiled document.
      • Spends $250 recreating each lost document.
      • Spends $25,000 to fill a four-drawer file cabinet and $2,000 annually to maintain it.
  • Saving time
    • According to a PriceWaterhouseCoopers study, the average worker spends 40% of their time managing non-essential documents.
    • The IDC estimates that employees spend 20% of their time looking for information in hard-copy documents and that, 50% of the time, they can't find what they need.
    • A document management system can help you save time by:
      • Answering information requests immediately and thus prevent call-backs.
      • Responding quickly to auditors' requests.
      • Immediately locating documents.
      • Eliminating the risk of documents getting lost and having to recreate them.
      • Eliminating time spent distributing documents to staff.
      • Streamlining workflow processes for documents.
  • Increase productivity
    • Your organization's productivity and efficiency will be increased by getting the right information to the right people faster.
    • Costs due to misfiling, retrieval time and duplication costs will be reduced.
    • Using a single platform for storing your documents enable you to apply organizational policies and procedures consistently for all documents.
    • Documents can be quickly distributed across the Web.
    • Manage your entire document archive from any device that is web-enabled.
    • Workflow management is integrated and is streamlined to increases turn-around time for document workflow processes.
    • Conversion of hardcopy documents to electronic form frees up valuable office space that can be better utilised.
  • Increase communication and collaboration
    • It is easy to share documents electronically with staff and clients anywhere in the world.
    • Comments and notifications attached to documents makes it easier to collaborate with colleagues.
  • Automation
    • Workflow process integration reduces paper consumption and streamlines business processes for handling documents
    • Rules-based routing processes ensures that documents get to the right person.
    • Event notifications minimizes turn-around times in the workflow process.
    • Workflow audit trails enables the organization to measure efficiency and effectiveness of business processes.

Features of ABE Document Management System

  • Documents not stored in folders, but organised according to the entity (client, supplier, user) that it is linked to.
  • The document view can be easily filtered to find specific documents effortlessly.
  • Tags and key words can be added to the document for filtering.
  • Documents are also organised by document type (e.g. invoice, purchase order) and workspace
  • Workspaces are set up according to your organization's needs and structure.
  • Document preview
    • PDF documents and images can be previewed directly in the browser.
    • Controls to move between pages are available.
  • Version control
    • If someone is working on a document it is reflected as "locked" allowing other users to see a read only copy.
    • After a document has been changed, the previous version is saved and still available.
    • An Audit Trail ensures that all changes on the system is tracked per user
  • Convert to PDF
    • MS Word files can be converted to PDF with a simple click.
    • The old Word version of the document is saved as a revision.
  • Electronic signing
    • PDF documents can easily be signed with your electronic signature.
    • Electronic signatures can be added to multiple pages of a document.
    • The old version of the document is available as a revision.