Document Management System (DMS)

Singapore-Focused Design: KRIS has local rules built-in. No setup hassles. Stay compliant easily. Save time and skip fines.

30+ Years of Document Management Know-How: Use our ready templates for workflows and filing setups. Customise fast. Get ahead quick.

Works Instantly: Experts set it up for you. Fits your needs perfectly. Ready on day one.

Top Data Security: Trusted by Singapore Government. No leaks ever. Passed all penetration tests.

Proven in Action: Over 20,000 users in Singapore. 33,000+ workflows automated. 4M+ emails improved. 4M+ documents secured. Real wins for you.

KRIS Document Management System (DMS) is built with enterprise-grade security at its core, trusted by the Singapore Government and designed to protect your sensitive data against threats. Here’s how we ensure top-tier security:

Role-Based Access Controls: Assign specific permissions to users, ensuring only authorised personnel can view, edit, or share documents. This minimises risks and maintains confidentiality for files like financial reports or client data.

Encryption in Transit and at Rest: All data is fully encrypted within KRIS Document Management System (DMS) to guard against cyber threats, with tamper-proofing that makes documents legally admissible in court.

Comprehensive Audit Trails: Every action (viewing, editing, downloading) is logged in real-time for full visibility, supporting compliance reporting, internal monitoring, and forensic investigations.

PDPA and NAS Compliance: Seamlessly meets Singapore’s Personal Data Protection Act (PDPA) and National Archives of Singapore (NAS) standards, with features like automated retention tracking, secure archival transfers, and searchable PDFs.

Government-Level Penetration Testing: KRIS Document Management System (DMS) Passed all mandated security tests, with no data leaks reported—proven in use by SG Government agencies.

Anomaly Detection via AI: Monitors for unusual access or changes to proactively prevent breaches and enhance overall protection.

Multi-Layered Security Features: Includes user authentication, access controls, and integration with best practices for international standards, giving you complete peace of mind.

KRIS offers robust approval workflows to streamline document review and authorisation processes.

1. You can configure custom workflows tailored to your organization’s needs, defining sequential or parallel steps where documents move through approvers automatically. For instance, a contract might require initial review by a department head, followed by legal approval, and final sign-off from executives, ensuring compliance and efficiency.
2. The system supports conditional routing based on document attributes, such as type, value, or department, allowing workflows to adapt dynamically—if a document exceeds a certain threshold, it could escalate to higher-level approvers.
3. Notifications are sent via email or in-app alerts to keep participants informed, with deadlines and reminders to prevent bottlenecks.
4. Approvers can add comments, suggest edits, or reject documents with reasons, triggering revisions and restarting the workflow as needed.
5. All actions are logged in an audit trail, providing transparency and supporting regulatory requirements like those under Singapore’s data protection laws.
6. Integration with other KRIS features, such as version control and role-based access, ensures that only authorised users participate in workflows.
7. You can monitor progress through dashboards, generate reports on approval times, and automate escalations for overdue tasks.

Overall, approval workflows in KRIS Document Management System (DMS) enhance accountability, reduce manual errors, and accelerate decision-making, making it ideal for enterprises managing complex document lifecycles.

KRIS Document Management System (DMS) employs automated version control to manage document changes efficiently.

1. Each time a document is modified, the system saves it as a new version, labeled with intuitive meta data for easy identification. This allows you to track all edits over time, providing a clear audit trail of the document’s evolution.
2. You can easily view the full version history and revert to older versions if necessary, ensuring flexibility and recovery from unintended changes. Documents are stored centrally, making them accessible to authorized users from anywhere.
3. Teams can collaborate by editing documents in real-time, adding comments, and tracking changes. The system logs who made each edit, and you can receive notifications for updates to stay informed.
4. To maintain security and control, set up roles and permissions so only authorized users can edit files. You can also automate reviews and approvals, allowing multiple approvers to check documents and catch errors before finalizing.

1. KRIS Document Management System (DMS) provides comprehensive audit trails. Every document action—like viewing, editing, or downloading—is logged in real time. This gives full visibility for internal monitoring and reporting. You can export logs for forensic reviews or audits.
2. KRIS simplifies PDPA compliance. It handles sensitive data securely under Singapore’s Personal Data Protection Act. Features include encryption, access controls, and audit logs. This prevents unauthorised access or leaks.
3. The system meets National Archives of Singapore (NAS) standards. As a full records management tool, it offers automated retention tracking and archival transfers.
4. KRIS tracks document versions and manages access. This helps meet requirements in sectors like healthcare, finance, and legal. Documents are tamper-proof and legally admissible in court.
5. Trusted by the Singapore Government, KRIS has passed all mandated penetration tests. No data leaks reported. This builds confidence for audits.

Overall, KRIS reduces compliance risks. It automates processes and provides clear records. This saves time and ensures accuracy during audits.

KRIS implements role-based access control (RBAC) to ensure secure and efficient management of documents and data.

1. Users are assigned to roles based on their job functions, departments, or projects, allowing for granular control over who can access what. For example, sensitive financial documents might be restricted to finance team roles, while general company policies remain visible to all. This setup supports hierarchical structures, where higher roles inherit permissions from lower ones, streamlining administration.
2. The system logs all access attempts and actions for auditing purposes, helping to track compliance with regulations like Singapore’s Personal Data Protection Act (PDPA). You can easily update roles and permissions through an intuitive dashboard, with changes taking effect immediately across the platform.
3. KRIS also supports multi-factor authentication and integration with identity providers for enhanced security. Role assignments can be automated based on user attributes, such as from Active Directory or HR systems, ensuring scalability for growing teams.

Overall, RBAC in KRIS Document Management System (DMS) promotes collaboration while safeguarding sensitive information, boosting productivity and minimizing data breaches.

SQL View offers two ways to deploy the KRIS Document Management System (DMS): on-premise and cloud-based SaaS.

1. In on-premise deployment, your organization hosts the software and documents on your own servers. This gives you full control over hardware and data.
2. Advantages of on-premise include reduced long-term costs after initial setup. It allows full customization and control. No internet is needed; it uses your intranet only. This setup is ideal for high-security settings, where all data stays in-house.
3. Considerations for on-premise involve upfront costs for hardware and setup, which pay off over time. Your IT team handles custom maintenance. Scaling requires adding hardware.
4. In cloud (SaaS) deployment, the software and documents are hosted with SQL View. Users access KRIS DMS online. No in-house servers are needed.
5. Advantages of cloud (SaaS) feature low startup costs with flexible subscriptions. Setup is fast. SQL View manages updates and backups. You can access KRIS DMS from anywhere with an internet connection. Scaling is easy. Security is strong with encryption and PDPA compliance. KRIS SaaS provides enterprise-grade protection.
6. Considerations for cloud (SaaS) include ongoing subscriptions that add value with new features. Customization fits within the provider’s framework. It needs reliable internet for smooth access.

Both options provide strong document management. Choose based on your needs: on-premise for control, cloud for ease and growth.

1. KRIS is designed with seamless integration capabilities to work alongside your existing software and systems, minimizing disruption and enhancing productivity. It supports a wide range of integrations out of the box. For instance, the KRIS Outlook plugin allows direct email filing and management without leaving your inbox, ensuring that correspondence integrates effortlessly into your document workflows.
2. Beyond office productivity tools, KRIS can connect via API with enterprise systems like CRM platforms (e.g., Salesforce or HubSpot), ERP solutions (e.g., SAP or Oracle), and project management software (e.g., Asana, Trello, or Microsoft Teams). These integrations enable automated data syncing, such as pulling customer information from a CRM into KRIS documents or triggering workflows based on project updates. Custom APIs and web-hooks are available for tailored connections, allowing developers to build specific integrations that align with your unique tech stack.
3. Security and compliance are prioritized in all integrations, with support for single sign-on (SSO) via protocols like OAuth and SAML, as well as adherence to standards such as Singapore’s PDPA and international regulations like GDPR.
4. You can monitor integration performance through dashboards, troubleshoot issues with built-in logs, and scale connections as your organization grows.

Overall, KRIS Document Management System (DMS) has a flexible integration framework to ensure compatibility with legacy systems and modern cloud services, reducing silos, automating processes, and providing a unified view of your enterprise knowledge.

If you have specific software in mind, our support team can guide you through the setup process.