ShakeSpeare® is a top-notch document system for process management. Our company, Žejn LTD, has spent the past 18 years dealing exclusively with document systems. We started with the banking industry and legal services and as time passed we became experts in the field.
A document system (DMS – document management system) is an electronic library which constitutes a frame for organising all digital and paper documents.It works with scanners which transform paper documents into digitalised versions.Using sophisticated search engines a document system enables easy and fast access to any document or file.It also includes other functions, such as:
various data storage, from text documents to e-mails, sound recordings, to PDF and DWG files;limiting access to certain documents and projects;monitoring who viewed a document and when;creating an audit trail of documents and a comparison between generated versions;access, editing, and exchange of documents via mobile devices.
Yes, one of the tools is BPM (Business process management) which helps employees execute their tasks on time. The tool alerts the recipient of the task of its assignment, sends a timely reminder for an approaching deadline, in case of delays the tool notifies the superiors and the delayers and automatically reassigns the tasks to another person. The system can also chain link the employees working on the same document. In the event that several people have to confirm or edit a certain document, the exchange can happen automatically, when you complete your work.
ERP (enterprise resource planning) facilitates the financial and accounting side of the business, but there are many other non-financial documents in a company, where the workload can be alleviated. This is the part of your business that can be covered with DMS. We recommend solutions where DMS’s are integrated with ERP’s. This allows you to totally automate certain processes, such as validating accounts from receipt to booking.
Many people think of document systems as »electronic document depository, « which is true up to a point, but a document system can offer you so much more than just a cache for storing documents. If you only use a document system to deposit documents, we can say these documents are »dead. « What else can a document system offer you? Please refer to points 2 and 3 of FAQ
Digital signature, as defined by the Electronic Commerce and Electronic Signature Act (Zakon o elektronskem poslovanju in elektronskem podpisu (ZEPEP-UPB1)), is a series of data in electronic form, which is included, added or logically connected to other information (e.g. to an electronic document) and is designed to check the authenticity of said information and the identity of the signee.
On the other hand we understand electronic invoice confirmation as validation or verification of received invoices. More and more companies realize that this process can be digitalized. In this way the circulation of invoices in paper form can be avoided, and furthermore digital invoices cannot be misplaced or lost during processing, and you know exactly who viewed the invoice last. In the background the system automatically moves the invoice between signees. For more information check our product S-invoice.
OCR (Optical Character Recognition) is a type of software that can automatically analyse printed text and transform it into a format that your computer can easily process (read). OCR is at the core of everything from programs that analyse handwriting on mobile phones to gigantic mail sorting devices which ensure that all these millions of letters reach their goals.
In Žejn LTD we are aware of all the advantages this technology offers, thus it is possible to combine our products with OCR technology. For more information on this topic follow the link to ShakeSpeare® OCR.
In this case the entire software is stored in your company on your own server. The server enables you to save as many documents as files as there is space on the server.
Advantage: The software is installed on your server. In this way access is not affected by external factors.
Drawback: The largest drawback is the high initial cost, as the server must be purchased if the company does not yet own one. The cost of purchasing the server is increased by monthly maintenance costs. In the case when data is stored on your own server, it is also important that you back up yourself, because your data is not stored automatically in the cloud. Another drawback is that in house systems usually do not work simultaneously in Windows and MacOS operating systems.
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