Advantages of Document Management
• Reduce paper volumes and risk of lost documents and information
• Greatly reduce off-site costs
• Significant saving on paper production cost
• Find Information faster
• Meet compliance requirements
• Enhance corporate governance and business practice
• Greatly improve efficiency and productivity
• Enhanced security
• Measurable Return on Investment


Each user or department is assigned user rights that enable functions such as:
• Viewing a particular document
• Reviewing and editing a document and creating a new version (original version always remains unchanged)
• Reviewing a document and sending it to other users in order of a particular workflow
• Generate various reports for each user or department
• Multi-user access
• Enhanced security – user and workstation rights need to be assigned
• Entire backup of all paper flow

Product Suite
• Security and user access
• Version control
• Concurrent user access
• Any file format
• Secure sharing of documents
• Audit trail
• Email integration
• Customisable

An example of this process is as follows:
• A claim has been emailed through to a medical aid company by a client.
• The claim is now saved into the Pansolutions Document Management System using predefined filing cabinets and pre-defined index fields e.g. The filing cabinet set up by the user in this case is called “Claims” and the indexing fields are Client Name, Medical Aid Number and date.This is the raw file or original document and will always remain as such. It may then be edited but may only be saved as a separate version with the original version always remaining unchanged.
• The claims department at the medical aid company consists of 12 individuals but in this case only six people have been given rights to view this particular customers claims. The six individuals each have a task to perform with the new claim and these tasks need to be performed by means of a structured workflow. In other words, the document needs to go from one individual to another with strict controls and an audit trail. All changes/ additions made to the document are saved
using version control and the time taken to change the documents is also monitored to ensure efficiency.
• Once the document has completed it’s workflow the medical aid company is now able to settle the claim and a complete record of all transactions now reside in the electronic filing cabinet for easy retrieval by authorized users as and when required.