Document management system

Document management system

Success Stories
Background

Advanced web-based document management that grows with your organisation

NEXTORE is a web-based document management solution allow users to access, store, search and share document anytime and anywhere. It helps to centralise the company’s document management and streamlines the operational procedures through a single point, reducing the time and effort spent on managing documents.

A luxury jeweller – Luxury Carat Limited has adopted NEXTORE as their document management and mobile access system through the Technology Voucher Programme (TVP). The company faced the daunting task of filling different forms, invoices and quotations for various departments as part of its regular business. It was time-consuming work that frequently resulted in duplications—with limited collaboration between teams. Thousands of photos of jewellery and certificates of authenticity complicated individual searches for specific files. NEXTORE fulfilled their need for a secure in-house document management platform that allowed full control over their valuable assets.

Nexify’s Solution

Your secure, centralised and fully searchable document database

We derived Nexify’s CHATBOT solution from NEXCHAT, our secure IM platform that meets SFI requirements to protect sensitive information. The insurance company integrated the CHATBOT with its backend application systems such as CRM, internal records system and claims management system. Customers can access their account details and review their policies from anywhere at any time. Besides, the CHATBOT can retrieve the up-to-date information such as panel doctor list from knowledge base upon customer request.

Majority of Luxury Jewellery’s digitised documents are jewellery photo and certificates of authenticity in JEPG, PNG or PDF format which require time to identify. NEXTORE, with automatic optical character recognition, converts all digitised documents into searchable documents so that document searching can be done more efficiently by a full-text content search without much user intervention. The sales team can easily find out the jewellery photos as well as the certificates in just 1 second when they are having a meeting with customers.

It facilitates the document searching and boosts up the overall productivity of the company.

With granular security features, NEXTORE ensures only authorised users may view or edit each file, giving greater control over how to use documents. Also, NEXTORE’s secure sharing functions allow users to share files of unlimited size with the protection of multiple security settings, specifying who can download or view the file. Equipped with AES 256-bit file encryption standard and electronic file format standard, NEXTORE’s super-strong security protocol safeguarding confidential information and preventing unauthorised leaks. It can resolve the concern about sharing sensitive information like jewellery designs with third parties—proprietary information that must be protected.

Result

Automated document storage encourages collaboration and efficiency

NEXTORE is user-friendly, and with no software to install on desktop nor mobile devices, staff can directly access the repository with a web link as well as individual logins. The deployment is easy and straightforward enable an SME to start their document management system within a short period.

NEXTORE helps to centralise all the company’s documents and control the access of these documents. It ensures file sharing and collaboration will be more effective in a secure online environment, facilitate the business workflow effectively and efficiently. 

What’s more, NEXTORE’s value-added function like document workflow could eliminate manual processes and streamline data to operations on documents within an organisation. It will significantly improve information flow and increase productivity and better process consistency. The new generation of NEXTORE can act as a platform to integrate with internal application systems to perform specific functions according to your business requirement.