The joy and simplicity of reading documents of different file formats using one fast and intuitive viewer.

Read an entire folder of different format files, like a book.

Regardless if the content is made up of Word documents, Powerpoint presentations, Excel spreadsheets, images or email correspondents, Easily swipe through the content of an entire folder of documents comprising of different formats within the KRIS Document Management System. Read each folder like a book. Do this on-the-go with your mobile devices or your laptop. This is made possible with the KRIS build in reader.

The KRIS build in reader is able to process and read documents of most formats, even that of legacy programs. The ability to read legacy files gives you the assurance that your files today will still be easily accessible years down the road. Imagine the pain and trouble one has to go thru to open a word perfect document today.

Powerful search across all files. Even within images.

Other than swiping and going through the entire folder, you can perform keyword search on the content. The in-built search is able to search for the keyword through the different document formats and even within images. The built in search is powered by an open source OCR engine that is constantly being improved by the open source community.

Pre-reads and board decks.

This E-booklet feature is much loved by Board members for going through meeting pre-reads and for reference during meetings. Agendas, supporting documents and presentation are automatically collated into a Board Deck. Board members simple swipe through deck to grasp what the topic is about.

They can also effortlessly capture their thoughts at the relevant sections and securely share these thought with the team.

The difference a good decision can make. Moving the company forward.

Decision makers can

  1. Browse information with ease like a book.
  2. Ponder and capture thoughts with quick annotations. Share these thoughts easily with your team.
  3. Notice crucial information which you might otherwise miss. Make informed decisions to move the company forward.

document management system filing effortless

Digital filing can be satisfying and effortless.

Digital filing is a tedious process

Yes, traditionally digital filing is a tedious process but it is the foundation to getting things done, making informed decisions, sharing of confidential information and collaboration. It is also the foundation for governance and accountability, for people to trust that the organisation is working in the correct manner. The documents filed are crucial to complete the audits that comes its way. This is key to the maintaining the trust of shareholders especially for listed companies.

It does not have to be a tedious one. It can be simple to understand & complete with minimum effort

SQL View understands the efforts needed for proper Record and Document Management. We sought to make KRIS Document Management System simple to use and easy to understand. Allowing users to file and reference with minimum efforts. Here are the functions that KRIS has to lighten the load of users.

Smart Email Filing. Satisfying & Effortless.

The bulk of our crucial engagements with counterparts take place on email. It is important that our users be able to capture and secure key email conversations holistically and with ease. We believe it is a daily affair and it has to be a satisfying and effortless process. Hence we built KRIS with Microsoft Outlook integration. Within Ms Outlook you will be able to file the entire email thread together with all the attachments from the first email to the last. And future emails on the thread will be automatically captured into KRIS Document Management System without further actions from the user. Within Outlook, you will see an indicator beside the email threads which are captured and monitored by KRIS. You have a full fledged Email Management System at your disposal.

Dropbox style convenience. Simply drag & drop documents into folders on the desktop.

With the drag and drop feature, folders can be created on your desktop. To file a document, simply drop it into the folder. There is no need to go into the document management system to file a single document. Once the file is dropped into the folder, it can be filed immediately to the online folder which the desktop folder is mapped to. Or you can choose for a prompt to appear for you to specify which specific folder you want to file the document to. Confirm and done.

Create short & well thought out forms to accomplish your task. See them being automatically routed and filed.

Process flows can be setup within KRIS for automation. We have an entire resource to share the benefits of process flow automation and how it has transformed a large Singapore based business.

Forms are powerful building blocks for process flows within a company: Order Forms, Request Forms, Purchase Forms, Leave Forms, Loan Application Forms, Venue Rental Application and more. A well crafted form is clear and succinct to instruct users to provide only the necessary information to start an approval process. You are able to create custom forms and map out the approval journey within KRIS. The forms then go around the company from one approving personnel to the next, gathering signatures and added information until it is completed, finally pushing forward what it set out to do. When all is done, have the form automatically filed into the repository as crucial evidence for future audits, that the purchase or decision made were done through proper hierarchy of approvals. So create effective short forms in KRIS, send them on their way and get things going.

Know where to find all the information you need to get things done.

It is wonderful when you have all the pieces of the puzzle, all the tool you need before you get started on a piece of work. With a good file/folder setup within the KRIS document Management System, you will instinctively know where to look for your information. Your team mates will also be clear on where to find the documents.

Imagine going into the department’s folders and

  1. See a list of intuitive sub folders within the main folder for the different functions within the department. Or sub folders segregating individual cases & projects.
  2. For each folder or file, see additional information such as when it was filed, who filed it, who last accessed it, How many version changes are there for this specific file, what your colleagues have commented on it.
  3. See the other cases that are filed by your colleagues right where you need them. Together the team completes the picture regarding the topic. Allowing everyone to make informed decision and actions.

Powerful search that provides a contextual background.

If you do not feel like browsing and you already know the keyword associated with what you are looking for, simply search. KRIS is built with a powerful search algorithm that search even within images. It is powered by an open source OCR system that is constantly being improved by the community. You are then given the option to sort the results based on different perspective. E.g.

Sort by:

  1. Date filed or modified,
  2. The people who filed it,
  3. Confidentially level,
  4. File format,
  5. Relevance to specific departments or functions within the company.

If its an email, you can see the entire email thread surrounding the matter and all the relevant email attachments as well.

People continue to use the system and continue to diligently file crucial documents.

There is a high chance that people will continue to use the system and diligently file crucial document simply because the platform is simple to use and requires minimum effort. Staff will very soon see and taste the benefits of the system.

document management system business continuity

Ensure Revenue Is Not Impacted When Your Key Worker Leaves

Your staff and workers may leave eventually. The possible reasons? Too many. New family arrangements, desire for a new environment, desire for a career switch, mid life crisis, being headhunted to a new role with higher remuneration (that you cannot match) and many more.

As bosses & supervisors, we understand and pray that he/she has made the best decision for themselves and their families. We bid them farewell and wish them the very best. On our plates, we need to quickly find a new helper, ensuring that the company is able to continue functioning with minimum impact to revenue.

Today is the day

Today is the best to time for leaders to prepare for the eventual departure of workers, instead of being caught unprepared, resulting in rushed handover with uncompleted bits of puzzles that colleagues or new comers have to pick up. The key idea is to ensure that the new person coming in can quickly pick up the ropes and background of ongoing cases, with minimum impact to our treasured customers and colleagues.

Other than the aptitudes and skills to get the job done, these are some of the most immediate information the new person needs to know.

  1. Where are the historical files and reference materials. E.g. past contract for referencing the details of engagements or even for upcoming audits.
  2. What was it that made the current customer to buy from us. What was promised in exchange for what? How do we ensure they will re-contract?
  3. Deal that are ongoing and in the pipeline. Where are we now in the sales cycle. Who are we dealing with within the company?
  4. Where can we find the key evidences of correspondents that took place between the predecessor and counterparts.
  5. Where is the full list of clients and prospects within the pipeline?

This is where an Electronic Document Management System (EDMS) comes in. It has become a cornerstone system in Singapore enterprises for Productivity, Governance & Business Continuity. It is also the solid rock that forms the foundation for practical Enterprise Digital Transformation to build on.

What is a Document Management System?

The Document Management System is central digital portal where systematic folders and sub-folders are setup by administrators and consultants (during the implementation phase). The folders hierarchy typically mirrors the setup of the company with divisions, departments, sub-departments and teams. As every company is different, folder structures are not uniform across different companies. Consultants will understand the process flow within each company and recommend the sweetest setup that is intuitive and practical for the employees.

Crucial documents of all formats are filed by every employee into the proper folders and sub folders. Crucial documents include agreements, minutes of meetings, email corespondents and well as attachments within emails. (Most reputable Document Management Systems performs the function of Email Management Systems as well.) Administrators controls the creation of folders and supports with the creations of new folders as requested by staff. Administrators will evaluate if a request is justified to ensure that there is no duplication of folders; or folders that serves the same function. The Document Management System will at the same time carry out de-duplication to ensure that the same document is not uploaded twice by different users within the same folder. These 2 mechanisms work together to ensure that there is a single source of truth. There is no duplicates of the same document that will confuse users, casting doubts if the particular file is the latest version. Newer versions of the same document will be file on top of the older versions. Users can track back to see the older versions and know what are the changes made.

This intuitive filing platform allows incoming staff to find the relevant documents easily, to get up to speed on the new role. This mechanism is a key component of business continuity.

Data Security. Why you can enjoy peace of mind with KRIS Cloud.

KRIS is built and optimized on an industry leading platform

KRIS Clould utilized the Amazon Web Service (AWS). Amazon promises all the fundamental building of blocks of security. E.g.

  1. Network firewalls & web application firewall
  2. Encryption in transit with TLS
  3. Private or dedicated connections from your office where Data access is open only to specific ip addresses.
  4. Additional layer of security that encrypts your data at rest in AWS servers and many more.

Most decent web services should provide such options, but what won us over to build and optimize KRIS on the AWS infrastructure was that Amazon has a great track record of delivering on what was promised. With a strong client portfolio to show for it. Amazon was trusted by other big boys such as Adobe, AOL, Bitdefender, British Gas, General Electric, NASA, NASDAQ OMX, Pfizer, Samsung, SAP, Unilever, US Department of State, UK Ministry of Justice… Just to name a few.

On top of that as part of our audits, SQL View arranges for penetration tests on our data in Amazon periodically to ensure service levels are met.

Protection against database being compromise through another system

There is always an inevitable need to provide for other systems, servers and software to connect with the secured database. With this comes the scenario of systems being compromised through another system. This is one of the most prevalent avenue where hackers can get access into a system. No matter how impenetrable a database fortress you have, it still has to allow authorized users or external systems/ software to enter into its premises to draw data and resources.

Here are the scenarios of how a system can be compromised through another

  1. It poses a problem when the systems or software that are authorized to enter the database fortress are hacked or being controlled by malicious hackers. With these, data are downloaded within the usual parameters and timings, flying under the radar when managers and security software checks for anomaly in the security logs.
  2. Hackers may enters the external systems and then find the digital keys to the database doors laying around in source codes or configuration files in unencrypted states. Because unlike human users who remembers passwords or secure them using password managers, programmer needs to keep theses security keys online where the automated systems can use them to gain access into the main database.
  3. There is also the scenario of end users leaving the login credentials in public documents or unencrypted documents.
  4. Users can also be victims of phishing schemes. With this the main database server can be compromised immediately or an external server that is linked to the main database server.

A real life example within Singapore is the attack on the patient database system of the Singapore Health Services. This is the worst breach of personal data in Singapore history that compromises the data of 1.5 million patients.

It is a multi stage attack. The attacker managed to log in to an external client application through traditional phishing on a user. This gave the attacker a direct connected route to the patient data base in the main database server through the external authorized client. However the attacker still did not have the credentials to log in the database server. The attacker soon found an inherent coding vulnerability in the external client application which allows the attacker to retrieve the database login credentials to finally access the client data base server.

Closing the door

However the industry is actively patching this gap. Password managers for automated systems and app are developed to securely store credential so legitimate automated processes can continue to enter the secured database thorough these password managers without leaving the credentials exposed within the codes.

How these app work is that they store the credentials and encrypt them. Encryption is done both at rest and in transit. After this the app very strictly limits the ip, servers, and programs that can access them.

How KRIS does it differently

  1. VPN, IP access or even hardware based authentication. For KRIS we give clients the option to allow access to KRIS only via VPN or specific IP. This mitigates most of the risk associated from leaked digital keys. We can also implement hardware authentication.
  2. Minimum external clients. Out of the box, we have designed the system to have minimum number of external clients connecting to KRIS yet able to cover key use cases of a Record Management System. The one external client that we have is the Microsoft Outlook email client that enables our users to secure emails using a single click from within Outlook. Microsoft outlook by itself is highly secured by the technology of Microsoft.
  3. Password Managers for automated systems. If need be, we can implement password managers for custom apps that connects via API to KRIS. Systems we recommend includes the Aamazon Web service Secrets Manager or the Microsoft Azure Key Vault to securely store and provide 3rd party apps access to KRIS database.

At SQL View data security of our clients is paramount. Our Document Management System is trusted by enterprises such as Far East Organization, Singapapore Post and Government agencies such as ACRA, CPF and People Association.

difference between document management system and record management system

What is the difference between an Electronic Record Management System (ERMS) & Electronic Document Management System (EDMS)?

The purpose of an Electronic Document Management System (EDMS) is to help you get things done efficiently.

Here are some ways modern Electonic Document Management System (EDMS) accomplishes this:

  1. Enabling users to find documents immediately using strong search functions. A good electronic document management system (EDMS) allow users to search for keywords within filed document. Some EDMS uses OCR technology to recognise and index text within images, this allow users to search for text even within images. When all the relevant files are found, the system will also present the information sorted by relevance to the user based on his/her role in the company or past search behaviors. Most EDMS also comes with mobile apps that allows users to access confidential information securely from their mobile devices while on-the-go.
  2. Reducing instances of missing documents because they are filed in wrong folders. Because folder structure and folders within the EDMS system are predefined after careful deliberation during the initial implementation process. Users do not create folders at will, they need to adhere to the filing structure that was intensively thought-out and setup. When members of every department follows a uniform folder structure, colleagues or new workers will know where to find specific documents easily. Easy to grasp training should be given to users to run them through the relevant folders. These will reduce the instances of documents being filed wrongly. It will also reduce or eliminate the creation of duplicated folders and documents. Duplicated folders and documents create impedes productivity as we are need to check multiple folders for a document and we cannot be sure that the document found is the latest version.
  3. Automating everyday tasks such as routing of electronic forms from one approving personnel to another. With this, workers will no longer be sending their forms to the wrong person for approval, wasting time chasing for approvals or wasting time looking for forms that are lost in transition. This automation reduces the workload of workers and minimizes distractions from daily work.
  4. Reducing manual data entry. Forms are the basic building block to work flow processes. The forms can be ones used by customers to apply for services or used for internal processes within the company. Form includes Asset Purchase Approval, Leave Application forms, Mortgage Application formsĀ  etc. Form should be distilled down to only the essential fields. With EDMS, forms can be digitized and connect to the central server to auto populate fields, reducing manual entry and human errors.
  5. Achieving a paperless or paper-less environment. Reducing papers in the company for clutter free offices.

An Electronic Record Management System (ERMS) testifies that things are done. This is key to transparency in Corporate Governance.

An Electronic Records Management System (ERMS) is built to testify that things are done and done correctly. Record Management Systems has the purpose of ensuring compliance. They help companies avoid the penalties or auditors and governing bodies.

Most Records Management System have all the functions of a Document Management System and more.

Here’s the “more”:

  1. Holds the index of all records that is stored within it or registered with it. This applies to electronics and physical records. With this, users can at-a-glance know which files are already accounted for.
  2. Ensure that documents meet the required time frame for retention. Once the required time frame is fulfilled, the document will be archived or securely overwritten. If the records are physical ones, the system will prompt the relevant personnel to send the physical records for archival or physically destroy them.
  3. Ensure that documents that are to be preserved can be opened and used throughout the required time period of preservation, even if the legacy program used to open the document can no longer be found. Hence a good record management system will often come with inbuilt readers for the different file formats.
  4. Ensure the integrity of the documents, that they are not tempered with and fit for legal proceedings. This means that a chain of custody and audit trail is present for each document. Chain of custody means the chronology of ownership, custody or location of a document or group of documents. This is important in determining the authenticity of the document. Audit Trail means a chronological record of the changes that has been made to the document. This includes the drafts, various amendments and the latest versions.

What is happening today.

Organisations today needs both efficiency and compliance. Work has to be done efficiently; And the process how the work is done and final products are kept safe for future audits.

Today it makes sense that they choose single products that can fulfil these 2 areas. A Electronic Document Management System (EDMS) that is also a robust Electonic Record Management System (ERMS). Many vendors are already developing or converging the 2 products into 1.

Because of this, Document Management and Record Management has been used interchangeably by many people. It may one day be that they will come to refer to the same system. Adopting a document management system is one of the first crucial steps to Enterprise Transformation. Do check out our guide to Digital Transformation Singapore.

 

Block Chain use in Record and Document Management

Block Chain technology started out powering the Bitcoin. Technology start-ups are harness its strength for many other uses. Record and Document Management is one application that makes sense to use block chain.

What is a Blockchain

The blockchain is an incorruptible digital ledger of economic transaction that can be programmed to record not just financial transactions but virtually everything of value”
Don & Alex Tapscott
Authors, Blockchain Revolution (2016)

“Recording financial transactions or virtually everything of value” is one cornerstone function in the running of an economy. And any technology that plays this function well has people sitting straight up.

Incorruptible

We want to bring the attention to the word “incorruptible”. The nature of how the blockchain works indeed allows for incorruptible of records stored. Here is how it achieves this:

What is a blockchain?

A blockchain consist of a series of chronological “blocks” of records. Below is an example of chronological records in consecutive blocks. (Here using the example of Bitcoin)
Data in block 1: A sends B 10 dollars.
Data in block 2: B then sends these 10 dollars to C & 5 dollars to D.
These 2 blocks and subsequent blocks forms a block chain which is a chronological record for the flow to money between A, B, C & D. It documents the origin of the money and who is holding it at the present moment.

Multiple sources of the same truth

Instead of a single source of truth, where this blockchain is kept in a secure server with multiple backups; An exact copy of this blockchain resides on all the computers participating in this blockchain network. Any new computer that joins the network will automatically download the entire block chain. And all the computers will check in for the latest block on a frequent fixed interval. For the case of the famous Bitcoin, all the computers will update one another at intervals of 10 minutes. This mechanism results in the incorruptibility of records.

Incorruptibility of records

This concepts powers the incorruptibility records. Which makes it a good candidate to power Record Management System and Document management System.

  1. Data is transparent. Every computer within the network has the entire chain of records in encrypted format. The encrypted data is accessible to anyone on the internet. All the computers within the network play their part to ensure that the encrypted data is keep whole and unchanged. However the data can only be decrypted by the actual person authorized to use it using a private key.
  2. Data cannot be amended or hacked. Because there is no master copy. To change records, all the computers has to be hacked at once.
    On a block chain, subsequent blocks are built upon the hashed data of the previous block. I.E. Block 2 is built incorporating the hashed values of Block 1; Block 3 is build using the hashed value of Block 2. Hence if there is any amendment of record of events in Block 1, the hacker will have to redo data on Block 2 & 3 as well. He has to do it across all the connected computers and against time because a new block is added every ten minutes or lesser.

Materialised into the real world

Document management using blockchain has moved from a proof-of-concept to the real world. A blockchain tech startup Coinfirm has partnered a major polish bank PKO BP. The name of the product is Trudatum and it gives the bank the ability to permanently & immutably store data.

“As revolutionary as it sounds, Blockchain truly is a mechanism to being everyone to the highest degree of accountability. No more missed transactions, human or machine errors, or even an exchange that was not done with the consent of the parties involved. Above all else, the most critical area where Blockchain helps is to guarantee the validity of a transaction by recording it not only on a main register but a connected distribution system of registers, all of which are connected through a secure validation mechanism”

Ian Khan, TEDx Speaker
Author
Technology Futurist

This post on Blockchain and its use in Document Management is part of SQL View’s Series on Digital Transformation in Singapore.