Collaborative Document Management

Document & Knowledge Management

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Discover how Interfacing can help you better manage, govern and continuously improve your documents.

Document Repository & Knowledge Management

80% of an organization’s information is stored in its documents. As information has been increasing on a yearly basis, knowledge-oriented employees spend increasingly more time looking at documents in order to perform their tasks.
Enterprise Process Center ® (EPC) is not only a centralized document repository, but also a powerful knowledge management system that can better equip organizations with essential tools and methodologies against common document management challenges, such as inconsistent information, complex retrieval, and overlapping storage of documents.
Our Document Management Solution (DMS) will also stimulate critical thinking and support knowledge sharing, promoting knowledge accumulation across your operations.

Become a data driven organization rather than just use a file management process. Fragment your files into data and manage wiki pages vs. traditional file design. Your data then becomes process oriented with visualization procedures as flows, specific to the scenario. Additionally, integrate various forms of media with each flow.

A DMS improves operations involving digital data fragments by offering the following thanks to:

Reducing the time it takes to find the right materials with easy indexing for search and retrieval.

Added security to safeguard critical information with access control and editing privileges.

Improved Collaboration by allowing numerous users to work on the same document at once while the system tracks changes and usage.

Version management which allows users to keep track of changes and their continued validity.

Documents & Records Management

It is nothing short of a challenge, if not near impossible, to maintain a paper-based ISO compliant document system today. Cumbersome, error prone and time-consuming would be the systems feature-set. Your productivity would increase significantly by automating all repetitive tasks associated with QMS document management. EPC’s eQMS adds clear visibility into the document lifecycle and will proactively monitor your organizations workflow status while equally improving the quality system efficiency.

Teams dispersed geographically, are now able to connect, collaborate, co-author, proof-read, revise, comment and sign documents – all done electronically and securely within the system. Auto email notifications and read receipts support the systems expediting distribution process throughout the organization. Automatic document retention, printing, periodic reviews, and archiving are all in full compliance and controlled using USFDA 21 CFR part 11 encryption, making audits and quality inspections worry free.

Adding new Documents
Unique IDs and tags by document
Version control by document
Archive, move and delete existing documents
Structure document in a hierarchy, folders
Creates templates for Records and ability to reuse the workflow template
Audit log / trail on changes to metadata
Workflow for approvals, reviews
Electronic signature on approvals
Delegation on reviews, approvals
Notifications, emails for workflows
System check for publications and approvals
Collaborate and raise change requests
Multi-lingual support – UI, Metadata translation suggestions & Documents

Document Name
Document ID
Organizational Unit
Full Text
Meta data (Type, Categories, Attributes)
Filterable columns
Last modified data
Last modified by
Any user-defined attributes (UDAs)

Microsoft Office 365

EPC works with an organization’s MS Office 365 environment to power drag-and-drop workflow designs that are browser-based in the cloud. Businesses can quickly link MS Office 365 applications with other cloud platforms as part of a workflow by using EPC.

Simplified & Integrated Portal Interface

The EPC supports fast elastic full-text search, giving the best recommendation based on not only characters, but also quality of the object in the search results. This enhanced search feature will greatly improve UX, saving you time and efforts while managing your documents. Users can also apply the search indexing to a certain document or a folder. That being said, the EPC allows users to search specific information by words or by phrases, not just in the metadata of the entire organization, but also within the document itself.

Users can define custom attributes, including types, categories, roles, responsibilities, even external links (e.g. Wiki pages)and use them as filters to search documents in the EPC system. Amongst these custom attributes, the responsibilities assigned to the documents can be used not only for search indexing, but also for version auditing – management can see who created, reviewed or modified the document, when it was modified, who confirmed the changes, etc., supporting a complete audit trail for sensitive documents.

Users can view all documents stored in the repository under the “Document” module, and can view all the documents assigned to the users’ roles/resources through “My Documents” widget in the homepage. In the “Document” module, documents are organized and displayed following a hierarchical tree structure. However, users can also review documents by using various navigation frameworks offered by the EPC –
The list view will help users navigate documents effortlessly through a top-down structure similar to the organizational framework; the drilldown and contextual views allow users to bypass the hierarchical structure and enter directly into the secondary folders if they know where to look for the document within the database. Meanwhile, specific attributes (standard and custom) related to the document can also be used as filters to facilitate the navigation.

Use the “Preview” function to preview any document and make sure that your soft copy is always up-to-date. Not only text files can be previewed in Adobe PDF format, videos can also be previewed directly in the web app, on tablet, and on mobile! This convenience allows employees to stay informed and refer back to best-practice standards wherever they are, even from remote locations, as well as save tremendous time to access the right document and avoid downloading the wrong one.

Documents, maps and reports are printer-friendly in the EPC. As it is highly likely that not every employee will have access to the EPC platform at any time, having a print-out document available in hands is a great advantage in terms of document distribution and information accuracy. The simple printout feature will insure that your hard copy version and the digital version of the document are always in sync.

Conformity & Information Security

The text editor of the EPC has abundant formatting, including fonts, bullet points, screenshots, tables, and diagrams for users to generate content. We also allow copy/pasting of other external content, including texts, pictures, web links, videos, and application links directly into our web app editor, facilitating document migration and knowledge transfer. Moreover, the EPC offers standardized and customized templates referring to different purposes and different audiences of your organization.

You can translate ALL the EPC content into 160 different languages, whether it is for easy understanding of documents for local employees, or for international local government laws purposes. Hence, when users manage one document, they can manage all versions of other languages of the same document at the same time. This feature will greatly simplify your document maintenance by localizing content based on regions.

No more hassle to make a decision regarding revisions! The EPC highlights automatically any changes in the latest draft version of a document against the previous published version. Therefore, users can easily track, compare and monitor differences made for the same document. This feature will facilitate decision-making for any modification made in documents.

We fully understand that certain documents can be very complex regarding security and confidentiality, and that non-compliance can result in penalties, licenses revocation, and in certain cases, criminal liabilities for organizations. Thus, our system supports different levels of security by roles, users, or groups under the RASCI-VS matrix with a single click of the button. Through our 360 degree security measures, management can allow relevant parties (e.g. external entities) to view a document and collaborate with the task, but avoid any modification or delete of the document by giving them limited access.

Users can set serial and parallel approval cycles throughout the organizational workflow, meaning that the approval path can be set either from bottom-up or to notify all approvers simultaneously. The approvers will then receive notifications within the header of their dashboard and by email, which will include URLs for direct access. A simple click will bring users to approve or reject the request. All the subscribed users will receive automatic notifications, announcing approval, reject, or revision of the request, even if they are not directly related to objects. Our system ensures that changes will be informed in real time to all the affected employees and that every relevant party is aware of the changes.

Collaborative Document Management

Reviews of a document can be automatically triggered by a scheduled request, since documents need to be revised on a periodic basis, whether it is quarterly or annually, in order to guarantee eligibility and relevancy of the content. The EPC system assigns review tasks to relevant users according to the enforced review frequency to ensure that documents are up-to-date.
The EPC also supports customizable reviews triggered by user-defined change requests for better document lifecycle management. In that case, not only the responsible individuals or groups, but also any associated party will be able to collaborate through the discussion forums, to vote for or against the review in an interactive environment.

Users can track and visualize all the notifications of change requests by alphabet, date and priority, and filter the requests by objectives such as to approve, to implement, and implemented. Beyond the document itself and the related requests, management can also see the review frequency and next review date for better planning and continuous improvement.

The monitoring of items is based on subscription. The EPC system automatically tracks any improvement requests, questions, or incidents related to an object. The tracking functionality applies to all the content of documents, as well as other relevant information including roles, responsibilities, resources, and different metadata. Such traceability will indicate where the document is in an approval process, how much time a document needs to be updated, who is late responding to their approval request, etc.

The EPC allows users to centrally set targets in terms of different levels of maturity for a certain document. By comparing current status vs. desired level based on target deadlines, management will be able to track improvements during document lifecycle management. The maturity modeling will also support continuous planning up to five different target levels in a periodical way for optimizing your document quality.

Knowledge Management

The direct links of any object in the EPC can be easily shared by email or in chat groups among different users. The RASCI-VS matrix ensures that the document is only available to users who have the appropriate level of security, and avoid any modification or delete of documents. The EPC also minimizes your effort to maintain the ongoing updates within the document repository. Once the initial heavy lifting is completed, changes in any content will be centralized, synchronized and shared everywhere in real time.

Documents are all digitized and archived in the cloud at the point of entry in the EPC system, which protects the knowledge assets of organizations against fires, floods, and other catastrophes. In addition, the centralized document repository guarantees knowledge security compared to a local or personal server. The EPC also allows users to restore deleted documents on the “Archives” tab in case of misoperation.

Not only the existing models or templates of documents, but also all other content, even processes can be reused as many times as possible in the EPC. Moreover, the system supports different types of documents, including text content and other multimedia (e.g. videos). By ensuring that all documents are in sync across the organization, our DMS emphasizes knowledge production and consumption in business process context, and cultivates consistent and continuous knowledge.

Regulatory Requirements & Experience

Organizations are required to adhere to a set of regulations in order to safeguard sensitive data and people’s safety. Regulations must be followed by any company that deals with digital assets, consumer data, health standards, worker safety, or confidential communications.
Observing regulatory requirements provides advantages beyond merely avoiding fines. Additionally, they help maintain corporate continuity and deliver financial stability.

Digital Signature Approval Workflow w User Specific encrypted private key
Enforce revision schedules
2 level Multi-Factor Authentication (MFA) for logon, admin & approvals
Report end-user policy read acceptance confirmation
Report all training attendance
Maintain all Deleted Records for Retention Period (7-13 years)
Retention Archive Audit Reporting
Log all content changes (audit log)
Log all admin changes
Version control with restoration
# of views, for how long, by who

Process Map Creation

Generate a Process Map in a Few Clicks
Discover the power of our feature as it effortlessly generates detailed end-to-end process map.

What do we mean by “end-to-end”? The A.I. takes care of automatically creating processes that include:

Flow objects
Materials
Annotations
Assigned responsible roles
Flow Object Descriptions

This streamlined process ensures a comprehensive representation of your workflow, saving you time and effort.

Process Optimization

Elevate Your Operations: Bridging Gaps, Enhancing Efficiency
Immerse your organization in the transformative capabilities of our AI system. It delves deep into your existing processes, unveiling previously unnoticed gaps, inefficiencies, and errors.

With the power of AI, your documentation takes on a dynamic life, consistently evolving and adapting to the ever-changing business landscape. It’s not just documentation; it’s a living entity that grows with your business.

Documentation Creation

Quick and Tailored Content on Demand

Imagine effortlessly obtaining fresh, tailor-made documentation to meet your specific needs, infused with your unique best practices, operating systems, and country-specific requirements.

Organizations can automate the creation of:

Step-by-step guides
Rule and System descriptions
Policies
Documentation templates

Step into a new standard in documentation creation, where customization converges with automation.

Documentation Optimization

Elevate Your Documentation: AI’s Seamless Upgrade from Outdated Content

Explore the incredible capability of our AI to smartly enhance your outdated content, creating a strong foundation for fresh and improved documentation.

Our AI ensures you don’t need to reinvest when making the move from the old to the new, saving time and resources without compromising quality.

Regulatory Compliance Management

Precision Automation for Regulatory Compliance

Extend the capabilities of Interfacing’s AI system beyond process creation to ensure precision automation in regulatory compliance, risk management, and control libraries.

Automatically identify regional and industry-specific compliance needs, create comprehensive risk registries for assessment, and generate dynamic control libraries for enhanced governance.

With precision and automation, our AI system paves the way for a robust and resilient business environment.

Risk & Control

Empowering Proactive Risk Management

Unlock the power of Interfacing’s AI system as a proactive shield for risks and controls. In a world where manual procedures often lead to non-compliance risks, our AI acts as a shield against such issues.

By proactively advising users of potential compliance conflicts, it ensures your processes adhere to regulatory standards.

The AI not only digitizes activities, eliminating redundancies but also becomes a guiding force in risk management and control libraries.

Why Choose Interfacing?

With over two decades of AI, Quality, Process, and Compliance software expertise, Interfacing continues to be a leader in the industry. To-date, it has served over 500+ world-class enterprises and management consulting firms from all industries and sectors. We continue to provide digital, cloud & AI solutions that enable organizations to enhance, control and streamline their processes while easing the burden of regulatory compliance and quality management programs.

To explore further or discuss how Interfacing can assist your organization, please complete the form below.

Documentation: Driving Transformation, Governance and Control

• Gain real-time, comprehensive insights into your operations.
• Improve governance, efficiency, and compliance.
• Ensure seamless alignment with regulatory standards.

eQMS: Automating Quality & Compliance Workflows & Reporting

• Simplify quality management with automated workflows and monitoring.
• Streamline CAPA, supplier audits, training and related workflows.
• Turn documentation into actionable insights for Quality 4.0

Low-Code Rapid Application Development: Accelerating Digital Transformation

• Build custom, scalable applications swiftly
• Reducing development time and cost
• Adapt faster and stay agile in the face of evolving customer and business needs.

AI to Transform your Business!

The AI-powered tools are designed to streamline operations, enhance compliance, and drive sustainable growth. Check out how AI can:
• Respond to employee inquiries
• Transform videos into processes
• Assess regulatory impact & process improvements
• Generate forms, processes, risks, regulations, KPIs & more
• Parse regulatory standards into requirements

Learn more about EPC's AI Use Cases

Request Free Demo

Document, analyze, improve, digitize and monitor your business processes, risks, regulatory requirements and performance indicators within Interfacing’s Digital Twin integrated management system the Enterprise Process Center®!