Document Archive
As your company grows, so does the volume of necessary documentation—contracts, invoices, employee files, and more. Archiving these documents can be time-consuming, and physical files take up valuable office space. The solution? The AMODIT system, designed to help you organize and systematize your databases, resulting in streamlined processes and increased employee efficiency.
Who Needs an Electronic Document Archive?
The AMODIT e-archive is ideal for any company looking to organize and properly manage its documentation. It is particularly useful for teams operating across multiple branches or using different work models. Unlike locally stored files, this archive allows you to share documents with a broader audience, ensuring everyone has access to the information they need.
Why Choose an Electronic Document Archive?
An electronic archive can store any documentation that is scanned or uploaded into AMODIT. This makes it easier to store accounting documents, personal data, or contracts. The AMODIT archive not only makes data storage more convenient but also enhances daily operations. Advanced filtering and search options allow you to easily access any information.
Benefits of Implementing an E-document Archive
AMODIT is a flexible system that adapts to the unique needs of your business. The automation of tasks and electronic document workflows are processes that improve the work of the entire company immediately after implementation. Here is what you gain:
Quick and convenient archiving
in just a few moments
Organized documentation
thanks to division into catalogs and categories described with appropriate metadata
Easy access
all authorized users can freely use archived data, even during remote or hybrid work
Certainty and peace of mind
no document will be lost or destroyed in the system
Additional Benefits of Implementing an Electronic Document Archive
Convert Paper Documents to electronic form
Scanned documents can be stored in the AMODIT system without the need for physical storage. Simply scan the document or send it by email to have it added to the system.
Stay on Schedule With Reminders
You no longer need to keep track of important dates, such as contract expiration. The system will notify you when an action is required on a document.
Convenient Search Options
Instead of sifting through binders and folders, type in the document name or a few keywords. The system can find text fragments within a scanned document, making it easy to locate.
Security and File Versioning
With AMODIT, you have full control over your documents. The system tracks the entire history of changes for each document, process, or field, giving you immediate access to both current and archived versions.
Barcodes
AMODIT supports barcode reading and generation. Scanned documents can be automatically sorted and organized based on these codes.
From historical records to a controlled archive
The electronic archive can receive scans and descriptive data from earlier registers and then apply classification and access controls. Retention periods are configured according to the customer’s policies.
Migration of scans and descriptive data
Historical cases can be imported into the AMODIT archive from Excel files together with their related scans.
Metadata, search, and access
Scans remain connected with metadata, versions, and case history. Access rules determine who can find, view, or continue handling a document.
Active, archived, or ready for review
A status can distinguish active cases from archived records, while agreed dates and rules identify documents that need review. The organisation defines who decides whether storage should continue.
Marking, decision, and removal
In an example configuration, marking a document for removal starts a separate stage. An authorised person makes the decision, and the completed operation is recorded under rules approved by the organisation.
Connect with one of our specialists to learn how AMODIT can streamline and optimize your document archive management.
Optimize Key Areas
Legal
Optimize the work of your legal department – organize contracts and addenda in a single system, granting your team easy access to vital information.
Finance
Automate financial workflows and reduce errors resulting from manual tasks.
Human Resources
Store all employee data in one place and simplify HR tasks through automation.
Administration
Reduce delays, avoid errors, and eliminate lost documents by automating administrative workflows.
IT
Enhance project monitoring and management for your IT team with an efficient, automated system.