Organize, track and store documents for the long term
With records management system
Thanks to Open Bee, create a document preservation policy and easily organize, preserve, or destroy your documents.
With Open Bee™ digital solutions, you can capture and manage electronic records to free up space in your office, improve information access but also help your whole practice run more efficiently.
Track and Trace
The Records Management System offers robust track and trace capabilities, ensuring every document’s journey is monitored for enhanced accountability and access control.
Physical space saving
Maximize your office space with our system’s efficient physical space-saving features, allowing for a more organized and clutter-free environment.
Document Security
Elevate document security with our solution, safeguarding sensitive information against unauthorized access and potential breaches.
Keep your company records up to date in a secure digital environment
- Index & file your paper documents right from your scanner or MFD,
- Benefit from advanced search capabilities make it easy to find specific folders and files by meta data, name, file type, date and author,
- Track every action taken on each document throughout its life cycle,
- Protect records with AFNOR certified electronic records management.
Simplify the process of keeping records
Increase efficiency and reduce the risk of non-compliance
- Manage the digital retention of stored documents according to legal requirements and achieve compliance goals.
- Back-up your records in a safe place and manage the risk of natural disaster and theft.
- Easily share files with advisors, auditors or inspectors when needed.
The many benefits of Open Bee
Do you have any question about the records management solution?
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
- DataSheet: Streamline your business processes
Build customised Workflows in minutes using the WYSIWYG drag and drop interface to interact with your business contacts and speed-up document communication, notification…
- Simplify record keeping & improve operational efficiency
You can capture and manage electronic health care records to free up space in your office, improve information access but also help your whole practice run more efficiently
FAQ
The records’ management System
Why records management is important?
Records management is crucial because it ensures compliance with regulations, minimizes storage costs, and mitigates legal risks by timely document removal. Electronic-based systems further streamline retention, enhance document accessibility, and significantly cut expenses, promoting operational efficiency.
What are the key steps involved in utilizing Open Bee’s life cycle module for efficient records management?
The key steps for efficient records management using Open Bee’s life cycle module include setting retention rules based on document type or folder, assigning dynamic retention criteria, receiving expiration notifications, accessing historical data in CSV format, generating audit reports, and modifying retention rules in response to changes in legislation or the company’s retention strategy.
Why should your company go paperless?
Paper is the worst enemy of productivity in your business. Why? There are many reasons, that seem logical in theory but are hard to get rid of in reality, especially when you are so focused on your everyday work that you can no longer see the big picture. But to help you see clearer and assess the situation, shall you ask yourself these questions: how much time and money are you spending on storage space, filing cabinets, and time spent looking for documents or information?
On average one co-worker will spend five hours in a week to retrieve records, whether they are stored in filing cabinets or off-site storage facilities.
How to digitize your paper archives?
The essential steps to digitize your paper archives securely and simply:
- Settle the key points of the project
- Putting the right tools in place: scanning equipment
- Indexing for better retrieval
- Keep the company’s memory in a secure way
How to manage your documents efficiently with Open Bee?
Did you know that the Open Bee DMS platform includes more than 450 features? All combined, they enable you and your teams in all departments of your company to effectively manage your business documents and thus highly perform whatever your industry!
- Allow users to perform multiple actions on documents like downloading, editing, moving, deleting, sharing… or instead protect a document from unwanted modifications by others.
NEW: View and edit Office documents in Office 365 Online. - Navigate through folders and files easily with a tree structure to facilitate access to the different levels.
- Import or export in a ZIP.
- Track all actions performed on a folder or a document via an audit trail.
- Rename, preview, and dynamically file documents in a tree structure according to provided metadata.
- Retrieve documents with either the Simple, Advanced search or directly third-party apps with keyboard shortcuts.
- Synchronize files and folders between Windows computers and the DMS file server
Also to be discovered
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