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Electronic Document Management System

Enable users to effortlessly produce, personalize, and safeguard Text, Visuals, Videos, and Audio through an All-in-One Platform.

Designed to empower customers in effortlessly saving, managing, and retrieving a diverse range of business documents, our platform ensures seamless integration within the NERP platform. From CAD drawings to material photographs and any other pertinent files, this solution allows for centralized document storage, effectively reducing the risk of data loss while guaranteeing data accuracy and consistency. Additionally, it provides an extensive set of capabilities, including document classification, version control, and access control. Moreover, it goes beyond textual content by enabling users to effortlessly generate, modify, handle, amend, and archive various media formats such as visual media, videos, and audio files.

Enhanced Accessibility

Enhance productivity and efficiency by eliminating the need for time-consuming manual searches. Access your documents effortlessly from any location at any time with just a few simple clicks.

Efficient Collaboration

Enable multiple users to work concurrently on a shared document, fostering collaborative efforts and optimizing workflow processes.

Adherence to Compliance

Ensure compliance with industry and legal regulations by offering comprehensive audit trails and version control. Maintain proper document management practices effortlessly.

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Unified

Bringing data, technology & expertise together to transform your business and make future-ready.

Connected

Integrating different varieties of data to enhance transparency, insights, and transform digitally to capitalize on data and innovate without boundaries.

Interoperable

Reliable & Resilient – your platform & partner for digital transformation without limits.

Simplify, Organize, and Streamline

Experience a multitude of benefits that awaits

  • Organize your business documents effortlessly, whether it's by date, department, or project, ensuring easy access whenever needed.
  • Enhance productivity and efficiency by retrieving and viewing documents with utmost ease, allowing employees to promptly find the necessary information to carry out their tasks.
  • Keep track of each document's version history in a comprehensive manner, including details of modifications made, timestamps, and the ability to access previous versions if required.
  • Implement robust security measures, such as user permissions, encryption, and audit trails, to safeguard sensitive information.
  • Collaborate effortlessly with multiple team members, simultaneously working on the same document, which not only saves time but also eliminates the necessity of exchanging repeated emails.
  • Actively participate in environmental sustainability by diminishing paper waste and endorsing a more eco-friendly approach to document management.
  • Enjoy the assurance of automatic backups on secure servers, effectively minimizing the risk of losing data due to unforeseen circumstances like fire, theft, or natural disasters.
  • Facilitate intelligent document organization using tags, categories, or custom metadata, simplifying the process of retrieving pertinent information.

Prominent attributes to enhance your organization

Nirmalya platform effortlessly integrates financial management and accounting with robust compliance management, resulting in enhanced business performance and improved efficiency of financial close processes, all while substantially minimizing back-office expenses.

Documentation Storage

Having a secure and efficient system for storing, accessing, and managing documents is vital for smooth operations and successful collaboration. Thanks to innovations like cloud computing and services such as Amazon Web Services (AWS), businesses now have access to an unprecedented level of convenience, dependability, and protection when it comes to handling documents.When it comes to document storage, the AWS content server provides businesses with a trustworthy and well-secured solution. With its powerful infrastructure and advanced security measures, AWS ensures that confidential and valuable documents are shielded against unauthorized access or potential loss. By utilizing AWS's adaptable storage options, businesses can effortlessly expand their storage capacity as their collection of documents grows over time.

  • Store documents in a centralized and well-organized manner for easy accessibility, allowing authorized personnel to retrieve vital information swiftly and effortlessly.
  • Elevate security measures by implementing encryption, authentication, and access controls to safeguard sensitive information against unauthorized access.
  • Guarantee the safety of valuable information during natural disasters, accidents, or hardware failures by implementing reliable backup mechanisms.

Access Management

To maintain document integrity, it is of utmost importance to ensure that only authorized individuals have the ability to initiate the document creation process. By implementing access management, organizations can limit document creation rights to specific roles or departments. This ensures that every document originates from a reliable source, consequently minimizing the risk of unauthorized or malicious content entering the system. Through the allocation of particular roles and authorizations, organizations can effectively manage document access, mitigate the likelihood of data breaches, and safeguard sensitive information against unauthorized individuals.

  • Ensure document access control settings are configured with appropriate roles and authorizations, while also implementing authorization control during the creation, editing, and viewing of documents.
  • Facilitate compliance enforcement for businesses through the control of document access and the monitoring of user activities. This ensures the implementation of necessary security protocols, thereby minimizing the potential risk of non-compliance penalties.
  • Improve productivity by granting authorized individuals seamless access to the documents they require, eliminating unnecessary security barriers. Authorized personnel can swiftly retrieve and work on documents, thereby avoiding any potential delays caused by complex security procedures.

Documentation Classification

Documentation classification is the act of categorizing and arranging documents according to their content, purpose, and significance. This process involves allocating suitable labels, tags, or metadata to individual documents, enabling efficient and structured retrieval when required. Through systematic document classification, accessibility is improved, search efficiency is enhanced, and decision-making is facilitated. A well-executed documentation classification system streamlines the retrieval process by accurately labeling and tagging documents. Users can easily locate the desired information without wasting valuable time navigating a cluttered file system.

  • Streamline the retrieval procedure by precisely labeling and tagging documents, enabling users to effortlessly find the required information without wasting valuable time navigating a disorganized file system.
  • Safeguard sensitive or confidential documents effectively by implementing access controls and permission levels.
  • Facilitate seamless identification and retrieval of essential documents crucial for audits, legal proceedings, or regulatory compliance, empowering organizations to meet their obligations with ease.

Document Versions and Revisions

Effective management of document versions and revisions is essential in upholding precision and ensuring that all individuals involved have access to the latest information. Version control enables effortless tracking of modifications, easy retrieval of previous versions, and seamless collaboration. By implementing version control, you can prevent ambiguity, reduce errors, and maintain a concise record of document alterations.

  • Employ a document management system inclusive of version control capabilities. Precisely designate each version with a descriptive title and date to facilitate effortless identification.
  • Introduce a standardized naming convention to maintain orderly versions and prevent any sense of perplexity.
  • Allocate unambiguous responsibilities for reviewing and authorizing document alterations as a safeguard against unauthorized modifications.

Track Statuses

Keeping track of document status is crucial for maintaining workflow efficiency, establishing responsibility, and meeting deadlines. By accurately monitoring statuses, bottlenecks can be swiftly identified, tasks effectively allocated, and work prioritized accordingly. Such transparency not only enhances productivity but also nurtures a sense of ownership and accountability within the team. Make use of project or document management software that enables the assignment of statuses to individual documents.

  • Establish a consistent set of status categories, including but not limited to "in progress," "under review," and "approved," in order to maintain uniformity.
  • Continuously update the status of documents and promptly inform relevant stakeholders about any changes that occur.
  • Employ automated notifications and reminders to ensure team members remain well-informed regarding pending tasks and upcoming deadlines.

Document Distribution

Implementing a reliable document management system enables effortless distribution of documents, guaranteeing appropriate individuals have timely access to relevant information. By streamlining document distribution, you can enhance collaboration, prevent version control complications, and foster effective communication within your organization. Furthermore, consolidating document storage in a secure and easily accessible central location is recommended.

  • Integrate access controls for limiting document visibility and safeguarding confidentiality.
  • Employ cloud-based solutions or file-sharing platforms to streamline document sharing and facilitate collaboration.
  • Develop explicit protocols for document sharing, encompassing appropriate naming conventions and file formats.

Change History

Ensuring effective document management necessitates the safeguarding of a comprehensive change history. This practice enables the monitoring of a document's progression, identification of contributors, and resolution of potential inconsistencies. By maintaining a concise log of modifications, adherence to regulations can be guaranteed, precise audits can be conducted, and unauthorized alterations can be promptly detected. Implement the audit trail functionality within your document management system to support these objectives.

  • Enhance organizational accountability and mitigate the possibility of unauthorized changes by effectively tracking document alterations, including timestamps and detailed modifications.
  • Provide organizations with the capability to exhibit their adherence to accurate record maintenance and furnish a transparent trail of document revisions.
  • Streamline the management of multiple document versions by enabling effortless comparison between different iterations, facilitating the ability to revert to previous versions if required, and ensuring that all relevant stakeholders are collaborating on the most recent document update.

Mobile Access

With the convenience of mobile access, team members can effortlessly collaborate, regardless of their geographical location. During a conference, an employee can conveniently review and offer feedback on a document, while another team member can make necessary updates in real-time during a client meeting. This level of flexibility not only boosts productivity but also enhances communication and decision-making processes. Furthermore, the availability of mobile access ensures that important documents are always within reach, thereby eliminating the possibility of delays or missed opportunities.

  • Enhance productivity by granting employees mobile accessibility to documents, enabling them to work on tasks and projects while away from their desks or offices. By eliminating the necessity for constant communication back-and-forth, work can seamlessly progress.
  • Facilitate instant viewing, editing, and sharing of documents among team members, irrespective of their whereabouts, thereby fostering efficient collaboration. This, in turn, minimizes delays and enhances overall team productivity.
  • Seamlessly access and retrieve required documents through mobile devices, empowering businesses to adapt swiftly to changing circumstances and ensure uninterrupted workflow.

Dashboard and Analytics

Organizations utilize dashboard and analytics tools to monitor the usage of documents, including metrics such as document views, shares, and downloads. This data assists businesses in comprehending the significance and frequency of document access, enabling them to prioritize enhancements and updates accordingly. Through identification of popular documents, organizations can concentrate on optimizing content to better align with user requirements. These features offer valuable insights regarding document usage patterns, user behavior, and overall document performance to organizations.

  • Obtain a comprehensive overview of document activity, encompassing details such as document accessors, timestamp of access, and any modifications carried out. This feature aids businesses in monitoring document history, detecting possible security breaches, and ensuring compliance with regulations.
  • Identify patterns, trends, and obstacles within document management workflows. Through the analysis of these data points, organizations can pinpoint areas that require enhancement, streamline processes, and maximize productivity.
  • Empower organizations to make well-informed decisions based on real-time data instead of relying on assumptions. This approach minimizes risks and enhances the overall efficiency and effectiveness of document management.

Resolving a wide range of challenges

Accessibility

Enhance productivity and efficiency by eliminating manual searches, saving valuable time.

Collaboration and Workflow

Seamlessly access, edit, and comment on documents in real-time, eliminating the reliance on email chains and physical transfers.

Security and Compliance

Ensure utmost security with robust features like user authentication, access controls, and document encryption, safeguarding sensitive information.

Physical Storage

Minimize costs associated with paper, file cabinets, and storage facilities by reducing the need for physical storage space.

Backup and Recovery

Mitigate the risk of data loss by automatically backing up documents in secure servers, protecting against unforeseen events such as fire, theft, or natural disasters.

Document Organization

Simplify information retrieval through intelligent document organization, using tags, categories, or custom metadata.

We have significantly enhanced efficiency by centralizing, hosting, and making all our operations accessible in the cloud. Nirmalya Unified Platform has enabled us to support remote sales and customer service, offer an elevated level of service to our customers, and effectively manage our operations with real-time data.

Saroj Patro | CMD, Shoukeen Industries

Accelerated Value Realization

Our implementation strategy is designed to ensure that your business operations undergo a swift and seamless transformation, resulting in faster time to value. Our experienced consultants utilize a structured approach that combines extensive industry knowledge with the latest implementation techniques. This enables you to expedite the deployment of our powerful solution and experience a rapid return on investment.

Through our streamlined process, you can optimize productivity and streamline business processes with minimal disruption. We have consolidated the expertise gained from global deployments into a set of leading practices, providing a clear path to success and delivering rapid business value.

With Nirmalya, you can confidently expect to go live within a predictable timeframe through smart, stepped implementations.

How much does it cost?

Nirmalya offers its services to companies of all sizes, including startups, fast-growing businesses, medium-sized enterprises, large corporations, and non-profit organizations. We assist these companies in streamlining their operational capabilities without the need for significant capital and operational expenditures. By eliminating the burden of maintaining an Enterprise Resource Planning system, which typically involves investments in manpower, hardware, and software, we help companies focus on their core activities.

Our collaboration with companies involves an initial setup fee for implementation, followed by an annual license fee based on the modules chosen by the customer for implementation. As businesses expand, customers have the flexibility to incorporate new modules as needed.

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