Securely storing business documents is vital to any company. Customer files, past HR documents, and even financial documents must all be kept for varying periods of time due to regulatory and legal requirements.

DPA Information Management software makes it simple and quick to access and analyse your business information and processes.

Business processes can be designed, built and performed in the Information Management system. These processes can then be monitored and analysed for improvement through real time system and business analytics.

Information regarding business processes such as invoice processing time can be gathered and analysed regarding the number of invoices processed each week or month, the average processing time for that workflow, and the number of instances processed by each user.

Business analytics is generally available as either fully-fledged SQL reporting or as an integration with Microsoft Power BI.

We offer a selection of tools to help capture, organize and manage your information.

• Information extraction – Using AI we can process high volumes of information from invoices as an example, so boosting a business process like Accounts Payable. The workflow uploads the invoice to be processed for a user to review the captured index data for quick and easy data validation. The human validation simply assists the system increase its accuracy and ability to understand new layouts over time. Once validated, invoices can be further processed using DPA Information Management workflows for increased efficiency.
  
  
• Paper documents – Scanned documents, even large batches of documents can be easily imported and indexed using barcodes or Zonal OCR recognition for automatically capturing index data. The office MFP can be used to scan to a watched folder, where they will then be picked up and processed by the system. For more complex scanning needs, such as automatic recognition of document types or even invoice suppliers, we support integrations with third party scanning solutions such as IRIS and Kofax Capture.
  
  
• Electronic Document Import – For electronic information we utilise a content connector. Documents created by systems such as an ERP or CRM system can be saved to an input folder, where they will be picked up and processed by the content connector. Furthermore, mailboxes can be monitored, and content processed to workflow after saving.
  
  
• Windows Explorer integration makes it easy to work with files using familiar drag-and-drop procedures and folder structures.

With the DPA Information Management system related documents are linked and made available together and at once. Business documents and processes frequently consist of groups of documents that should be treated together to maximize the visibility and understanding of a case or record. For example, a purchase order, a delivery note, and an invoice are related to one another and together detail a transaction. Similarly, an HR case can be built to store an employee’s full records: CV, annual review, certifications etc.

The DPA Information Management system offers numerous advantages to companies who are seeking to improve their collaborative processes, including:

• Centralized access to information – All collaborators can access up-to-date information from the same, central repository.
  
  
• Version control and history – Check-out controls ensure that numerous versions of a document are not created simultaneously, and users can leave check-in comments after modifying documents to inform others of the changes they have made. All versions of a document are kept within in the system in case you need to revert to an earlier version.
  
  
• PDF annotations pane – A navigable annotations pane makes it simple and straightforward to search for and review annotations others have made to PDF documents.
  
  
• Mobile access options – Remote access to the repository with participation in workflows and review changes can be made to documents.
  
  
• Easy ad-hoc tasks assignment – Tasks can be assigned to co-workers with due dates and descriptions of what needs to be completed.
  
  
• Traceable approval workflows – Approval procedures can be automated for expedited approval and full traceability within the process.

Various regulatory compliance and reporting such as that associated with the Protection of Personal Information Act (POPIA), the Companies Act, Value Added Tax Act etc. requires significant effort in management, compliance, and protection by any affected entity.

DPA Information Management strives to help you achieve regulatory compliance by offering information management solutions that enable safe and compliant storage of sensitive information. Our Information Management solutions simplify the monitoring and management of the personal and other data that you retain within the system and provide tools to help you meet reporting and assessment requirements.

A correctly configured, maintained, and administered DPA Information Management system helps you to securely handle personal information and provide more protection against data breaches when combined with proper organizational procedures, training, and operations.

With the DPA Information Management system you can quickly and easily save emails with drag & drop or the integrated save function. It is possible to configure profiles to automatically extract key information like the name of the sender, subject, and date. Emails from a pre-defined mailbox, such as an order form, can be automatically monitored and saved without any user intervention. And of course, once an email is saved into the system it can be added to a case or workflow to further improve efficiency.
Communications via email often need to be retained and archived for audit or traceability purposes. Our email connector allows you to integrate with your email system and automatically archive emails and on secure storage media according to pre-defined policies.

The DPA Information Management system can integrate with a number of 3rd Party Digital Signature signing services including DocuSign, Simple Sign, YouSign and Scrive. By digitizing the signing process, digital signature providers eliminate the need for cumbersome printing, sending, and retrieval of signed documents, so establishing a Digital Transaction.

Digital Transaction Management (DTM) is a type of software cloud service designed to digitally manage document-based transactions. DTM includes features like e-signatures, authentication, legal permissibility, as well as document transfer, certification, traceability, and archiving.

Documents saved in the DPA Information Management system can be sent for signing using an integrated digital signature provider account either manually or automatically during a workflow process. The entire legal signing process is then handled by the digital signature provider. Once completed, documents can be manually or automatically retrieved and saved back to the DPA Information Management system.

To enable digital signatures in the DPA Information Management system a third-party digital signature provider license is required.

Electronic and dynamic forms can be easily created using a DPA Information Management system. Digital forms can be used to gather information from employees, or customers. They can dynamically change based on previous responses, preform simple calculations and more. By collecting information via digital forms, businesses can have clear, accurate and organized access to information. Moreover, all information collected via forms can be conveniently saved and processed with workflows.

Forms such as leave requests, insurance requests, contact forms, and feedback surveys are all common uses for digital forms. By using a digital form, organizations can ensure the information is legible, correct, and immediate accessible for processing. Forms can be automatically distributed and then once received automatically become part of a workflow.

DPA Information Management systems integrate easily with many other software solutions using the system API, so increasing the value of both products and making work processes more efficient.

Integration is enabled using REST calls with connectors available for various popular systems such as:

• SAP Netweaver
• Microsoft Dynamics NAV 2013 and Business Central 15+ /365
• Microsoft SharePoint
• Microsoft Office
• Microsoft Power BI
• Microsoft Exchange Server

With our various connectors it is possible to link many Windows-based business applications to a DPA Information management system repository, making it easy to save and search for documents.

With a DPA Information Management system all important information is kept in one location and can be accessed in complete security from a mobile device (supported on Android and iOS), a web browser, or even taken offline and synchronized once reconnected to the server.

Users are empowered to remotely leverage information and workflows through:

• Ease of access to viewing documents.
• Uploading pictures, voice, video and other info.
• Processing workflow tasks
• Updating index data
• Adding information from 3rd party systems

A dynamic web client extends web access through customisable dashboards.

Documents stored in a DPA Information Management system can be made available to external contacts, such as customers who wish to view their invoices or students who want to access to their exam results.

A DPA Information Management system portal can be embedded into a website and easily customized to fit the look and feel of your company by changing the skin or adding a logo. Information that is accessed via the portal is on a read-only basis, ensuring a high level of security while providing great flexibility.

Information security is core to the DPA Information Management system. We offer multiple features to ensure that your information is always secure from unauthorized access, and correctly backed up and fully auditable.

When documents are saved to the system, they are assigned a digital signature which is verified every time the document is retrieved to ensure its authenticity and to track it’s movement. Saved documents are moved to primary & backup storage – they are never kept in the system database. Configuration of storage and policies associated with this are simple. Movement of documents into storage can be system scheduled and automated.

System permissions ensure that only authorised users have access and that these users have defined system user roles and permissions. Administrators define roles like Reader, Contributor, Owner, or a custom role, and select which permissions each role has. Users are then assigned to a role so there is no need to configure permissions on an individual level.

The DPA information Management system supports single sign-on for Windows Active Directory, Windows Local Security and LDAP/SAMBA. In addition, we support authentication via OKTA, Open ID, Azure Active Directory, and One Login.

The DPA information Management system audit trail provides a complete report on all actions performed, such as saving or deleting documents and processing workflows. It is also possible to create detailed reports on workflows to further analyse work habits.

DPA Information Management enables you to digitise your business processes, easily decreasing the time needed to complete the process, increasing accuracy, and improving the visibility, traceability and customer experience, through more accurate information.

Workflows can be easily designed using a drag and drop user interface to:

• Create parallel workflow paths, escalation routes, and exceptions.
• Send e-mail notifications for new tasks, late tasks and overdue tasks.
• Provide workflow history with a play-by-play overview of all actions.
• Delegate workflow tasks to individuals or groups.
• Wait for multiple documents to arrive before proceeding.
• Operate on an individual document level, a case level, or a combination thereof.