Document Management for Secretarial work and Administrative Tasks

Streamline Document Management for Administrative Tasks

Go paperless with Open Bee DMS

Your role demands increasing versatility, requiring you to manage a wide and varied range of tasks every day, often involving the processing of numerous documents. Whether for secretarial work or broader administrative support, handling these documents in paper form can make your work unnecessarily complex and time-consuming.

Discover how Open Bee™ DMS can simplify and speed up the daily management of your documents, regardless of your department’s needs!

Revolutionize Your Workflow with Tools for Administrative Support

Experience seamless document handling designed for both secretarial duties and administrative support. Our digitization platform allows you to easily manage, organize, and access your documents electronically. Say goodbye to time-consuming paper processes and embrace an optimized, efficient workflow tailored to your role. Unlock the full potential of streamlined document management for your team.

Effortless Document Digitization with Tools for Administrative Support

Streamline your secretarial and administrative tasks with our advanced tools. Transform all of your paper documents into electronic format effortlessly, saving time and eliminating the hassle of managing physical archives.

Convert a 40-page paper document into MS Word format in less than 10 seconds, preserving the original page formatting and layout. This means no more manual data entry, allowing you to focus on more strategic aspects of your role.

Say goodbye to photocopying and distribution headaches. With Open Bee™ solutions, you can securely share documents by sending a simple link via email. This ensures that your sensitive information remains protected while making collaboration and communication more efficient than ever.

Elevate your administrative support functions with our cutting-edge tools designed to enhance productivity and simplify your workflow.

Increased productivity with fast searches
Access to all company information via your PC
Simplified archiving and filing of documents

Speed up the processing of your mail!

with Open Bee™ solutions

Distribute incoming mail to recipient departments and/or relevant staff members in electronic form, using the touchscreen of your multi-function solution.
Rapidly respond to your mail with pre-configured approval processes and templates.
Publish all of your paperless correspondence to third-parties (customers, suppliers, partners, etc.) via a secure extranet.

Efficient document retrieval and monitoring: OCR-Powered Document Management

Search and locate your filed documents in a matter of seconds with a keyword search of all document content, via Optical Character Recognition (OCR) technology.
Benefit from precise monitoring of all information exchanged with your colleagues.
Gain access to all information via your computer and avoid going back and forth between departments.

Key Features for Administrative Support

Open Bee™ Tools for Your Secretarial and Administrative Department

Find out how Open Bee™ solutions can make the daily management of your documents faster and easier!

Get a demo

Documentation

Catalogue: Make document management a breeze
With a proven expertise in paperless and workflows operations, we will help you digitizing your document related business processes to gain agility, visibility, scalability and profitability
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DataSheet : Maintain regulatory compliance & improve operational efficiency
To increase operational efficiency and maintain regulatory compliance, automotive businesses must continually innovate and find better approaches …
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Datasheet: Streamline your accounts payable processes
Open Bee’s Accounts Payable solution automates every phase of supplier invoices processing, from the approval of the document to the creation of an accounting book entry in the ERP/business
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FAQ
Tools for Administrative Support

How does Open Bee DMS integrate with common office tools to streamline secretarial tasks?

Open Bee™ seamlessly integrates with popular office tools such as Microsoft Office, allowing secretaries to manage and process documents within familiar software environments. This integration facilitates a smooth transition to a digital document management system, enhancing overall workflow efficiency.

Can Open Bee facilitate personalized and efficient mail management for secretaries?

Yes, Open Bee™ optimizes mail processing through its Smart Capture module, leveraging powerful AI technology to automatically recognize and categorize information from various sources. With predefined validation workflows and customizable response templates, the platform enables efficient handling and tracking of mail, ensuring timely and effective communication within the organization. This streamlines the handling of incoming and outgoing correspondence, saving time and effort.

How does Open Bee™ enhance collaboration between secretaries and other team members?

Open Bee fosters streamlined collaboration by facilitating seamless document sharing, real-time updates, and synchronized workflows among secretaries and other team members. This enhances overall productivity and efficiency, allowing for more effective communication and task management within the organization.

How does Open Bee Solutions ensure the security of confidential documents and data for secretarial tasks?

Open Bee ensures the security of confidential documents and data for secretarial tasks through a comprehensive set of measures. These include:

Encryption in Transit using HTTPS, guaranteeing secure communication channels during data transfer.
Files and folders encryption at Rest with AES-256, ensuring that data remains encrypted and secure even when stored.
Implementation of 2FA Authentication for an added layer of user authentication and data protection.
Data Segregation, employing logical isolation to segregate each customer’s data from that of others, thereby maintaining data integrity and confidentiality.
Granular permissions, allowing for specific access controls such as view- and print-only or full editing capabilities, alongside Dynamic watermarking for added document security.
External Sharing with added layers of protection including Password protection and an Expiration Policy for enhanced control over shared data.

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