How do you optimise cooperation in specialist departments?

The digital file leads to more transparency and simplifies your business processes

With otris dossier, you use digital files (e-files) in a targeted manner at selected points in the company: Brand files, case/process files, project files, supplier/customer files, fleet files or digital personnel files – otris dossier helps you wherever paper-based processes stand in the way of fast, legally compliant and transparent management. The lean otris dossier specialist editions are ready for immediate use, can be freely combined and expanded step by step.

Whether in the legal department, administration or human resources management – you can choose from a wide range of specialist applications and company-specific adaptations.

Regardless of the area of application, the basic principle remains the same: documents and processes are stored in digital files that authorised employees can easily find using search and sort functions. Employees can access the digitalised file inventory via web browser or app, regardless of their location, in order to process business transactions. Software extensions such as release or approval workflows control the flow of transactions and documents through the company. Depending on the configuration, otris dossier supports the user in handling tasks as diverse as processing a holiday application to compiling and structuring all documents and information required for a trademark application.

The potential that lies in the digitalisation of corporate processes is enormous. Decide which processes in your company will be made easier by otris dossier.

The heart of the otris dossier software application is the digital file (e-file). It contains the data and documents that employees need to process business transactions. The number of e-files that companies can manage with otris dossier is theoretically unlimited. The same applies to the scope: case files containing a single document or project files with thousands of transactions/documents – the e-files structure information regardless of content. Proven conventions from paper-based file systems also structure the digital file: keywording, the assignment of a file title or the process-related allocation of contents.

otris dossier offers the user various search functions to search for e-files: Along the superordinate file structure, via keyword search, via a full text search and/or via sorting functions. Secure storage, browser-based and location-independent use and easy retrieval of e-files are basic elements on which otris dossier is built. Automated data imports, interfaces to third-party systems and workflow-based sending and processing of e-files are possible expansion stages.

otris dossier

The e-file at the centre

With otris dossier, our software for electronic file management, you digitise company processes. The centre of the solution is the e-file, with which you can structure, store, easily retrieve and process documents as well as master data and route them through the company. Interfaces realise the connection of existing systems and simplify external communication.

Digital files in practice

Using digital files (e-files) purely as a repository for electronic documents is the first step towards digitisation. Through automation and software-supported workflows, companies exploit the full potential. From the capture of documents/information to the processing and closure of a business case, otris dossier supports automation, error prevention and process acceleration:

How do the documents get into the system?
Incoming documents must be transferred into files – this applies to paper files as well as digital files. The big difference: the method of transfer and the subsequent processing. In order to assign written material that reaches companies in paper form to e-files, it must be digitised/scanned. This is an additional work step compared to physical file management. On the other hand, the process of printing out documents that reach the company electronically – e.g. by e-mail or form – is omitted. The system supports the assignment of electronic documents to the e-file: otris dossier is configured – depending on requirements – so that documents are automatically assigned to the corresponding e-files (e.g. depending on sender names or keywords). Manual file assignment by employees is also simplified by digitisation: the employee drags and drops a document into the corresponding e-file.

How do users process documents and transactions?
After the document has been transferred to the e-file, it is available for further processing of the business transaction. Rights and role management determines which employees (groups) or company units have access to the file. Along the file structure or via search functions, the employee finds documents that otris dossier displays without media discontinuity. To process a business transaction, he uses editing and sending functions. The system automatically documents the processing and version statuses of documents and transactions as well as the dispatch to internal or external addressees. If required, workflow extensions simplify the processing of transactions that are checked, supplemented, viewed or approved at different points in the company. By configuration, otris dossier controls the flow of processes/documents through the company. Individually implemented workflow steps determine the order in which the documents are sent and the steps to be taken by the recipients.

Preview
Clicking on the e-file displays the content and master data. Registers structure the processes / documents in the e-file.
Table of contents
A click on the file cover lists the entire contents as well as the master data of the e-file. Clearly arranged and structured by tabs and processes.
Document
Clicking on the task displays the documents it contains. Metadata and links structure processes / documents.

Interfaces and extensions

A software solution must fit the requirement. Oversized systems or missing functions – both have a negative impact on user acceptance and effectiveness. Which functions companies really need and which system scope makes sense sometimes only becomes apparent during operation. 

otris dossier is so flexibly configurable that you can adapt your solution after implementation. For example, you start with a lean basic system and create new file types that you did not consider during the initial configuration. Or you realise that connections to existing software and the integration of workflows would increase the efficiency of the system. A step-by-step expansion at this level can also be realised later. You choose which extensions and interfaces are to be added to your system.

Compared to paper-based systems, electronic administration generates another advantage: by connecting existing software systems, otris dossier synchronises data. Example: An agent updates product data stored in an e-file. otris dossier automatically updates the data on a web portal where customers retrieve information. In the same way, the system communicates with internal or external ERP/CRM systems. Depending on the interface capability of the third-party system, otris dossier uni- and bidirectionally synchronises external database content that you wish to integrate. Contact us, we will advise you in detail and clarify what is technically feasible and makes sense from a business point of view.

otris dossierThe OCR integration fulfils the purpose of converting scanned documents into editable documents that can be searched via a full text index. Layout and formatting of the source file are not changed by this process.

otris dossierThe e-signature for electronic documents fulfils the same purpose as a signature on paper documents: the confirmed validity of legal transactions. The e-signature makes it possible to conclude valid legal transactions based on digital documents. The integration of an e-signature solution in otris dossier simplifies the signing process and enables the complete digital processing of legal transactions.

otris dossierThe digital archive fulfils the same purpose as a paper-based archive: the storage of files for an unlimited period of time. The archive component integrated in otris dossier is certified by KPMG according to IDW PS880 and fulfils the requirements of commercial and tax law. These include the principles of proper accounting (GoB), the principles of proper IT-supported accounting systems (GoBS), the principles of data access and verifiability of digital documents (GDPdU).

otris dossierThe otris dossier app fulfils the purpose of the briefcase: e-files that the user has selected online are available offline on the smartphone or tablet. This helps in situations where access to the e-file is necessary but a good internet connection is a matter of luck – for example, in court, on the train or during a client negotiation.

What are the advantages of digital record keeping?

A basic requirement for a successful company: Employees must process business transactions in an error-free and targeted manner. This is only possible with access to up-to-date, consistent data and documents. With otris dossier you can implement a digital file solution for the management of business-critical data and documents. Compared to paper-based file solutions, otris dossier generates multiple benefits:

Availability: Electronic files are digital objects stored in databases. Users access the database via software solutions. The web-based system otris dossier enables users to access the database and thus the processes and information they are looking for from any location. Several users can access individual e-files at the same time. Workflows implemented in the software control the forwarding of processes and documents. Workflows can be adapted to company-specific processes. The time-consuming management and distribution of paper files is no longer necessary.

Research: Compared to paper-based archives, software solutions simplify research in the file inventory. By entering keywords in a search mask, the user searches for the file he is looking for. otris dossier includes full-text indexing if desired. Using the full text search, the user searches not only within the keywords, but also within the contents of the stored electronic documents. Another advantage of the digital search: the search results can be quickly sorted and narrowed down to find the desired e-file. Example: The list of results after a keyword search contains 50 e-files. The user has the result sorted alphabetically and narrows it down to the year 2016.

Saving space: Paper filing and archiving requires physical storage space. E-files only require a server with a database for storage. In this way, many thousands of files can be kept in digital form in a very small space.

Security: Paper filing and archiving can be physically destroyed (e.g. by fire). Servers and the data they contain are also not protected against destruction with absolute certainty. However, data – and thus e-files – can be easily copied. If this backup copy is stored in a separate location, it is available in the event of damage.

Access rights control: Employees usually do not have the authorisation to view the entire file inventory. With paper filing and archiving, access rights must be controlled via storage and control of physical access. The use of electronic files simplifies access control: users are identified via user name and password. After logging in, the respective user only has access to the files (types) or processes released for him or his department.

Automatic processing documentation: The documentation of processing procedures works automatically in e-files. For example, if a user adds a new document to a process in an e-file, the system automatically logs the time and user data.

otris dossier as specialist editions

There are many possible uses for otris dossier: at every point in the company where paper files are used, otris dossier can contribute to simplification through digitisation.  Examples of use:

Legal matter management. Digital case file.

The otris dossier solution for legal matter management simplifies the management of your cases/matters in digital files. Digital files optimise information research, collaboration (internal and external), deadline control as well as secure storage and automated documentation. Extensions such as a knowledge database, the legal spend function or the digital signature increase the efficiency and quality of work processes.

IP (Intellectual property rights). Digital trademark file.

The otris dossier specialist solution for Intellectual Property Rights (IP-Rights) supports you when filing an IP-right (e.g. for the public trademark register). You create the necessary data and documents in digital files. Responsible employees from the company departments involved (e.g. research, design, legal) but also external parties (e.g. your patent attorney) access the file, process and save the documents that fall within their area of responsibility. The processing status is transparent. After a successful application, the system informs about upcoming deadlines (e.g. renewal of an IP right).

Human resources. Digital personnel file.

The otris dossier specialist solution for HR management optimises administrative processes in the HR department: Information research, documentation tasks, self-service offerings, document creation, applicant management or deadline monitoring – digital dossiers simplify and accelerate standard processes in the HR department.

Project management. Digital project file.

A film production, an advertising programme or a construction project – in many companies, projects are the core business. Even if every project is different, they are similar in one respect: projects generate a large amount of data and documents that project staff need to process their work packages. Contracts with stakeholders or suppliers, correspondence with project participants or reports and accounting documents – without transparent, structured information management, extensive projects get out of hand.

With otris dossier Project you lay the foundation for successful project progress. Structured by file subject and process, employees can find files (e.g. scanned contracts, e-mails with attachments or photos for documentation) and data (e.g. contact details of stakeholders, time details for correspondence or due dates for a contract). Internal and external project staff have access to the individual processes via the web browser or app, regardless of location. Depending on the user profile, a user only has access to the files released for him or her. This simplifies information management in the project: otris dossier is the central information pool and the project manager releases content from this pool in a targeted manner. Project participants who are only marginally involved can also be informed about the dispatch of individual processes/documents via e-mail (e.g. the dispatch of a technical drawing to a supplier or the forwarding of all project-related invoices to the accounts department).

In terms of content and workflow, no two projects are the same. We customise otris dossier according to your specifications: You define the structure according to which project data and documents are managed in the solution. Through configuration and extensions you use a system that is as individual as your projects: From simple, structured document storage to complex information management with automated dispatch workflows or complex release routines.

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Your contact

Thomas Bong
+49 231 95806950
dossier@otris.de

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