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Documents are scattered across folders, mailboxes and separate systems, often with multiple versions in circulation at the same time. Not only do you waste time searching for them, but you can never be sure whether you’re working with the correct, up-to-date version. AI helps to automatically organise and search through documents, but it also raises new questions: is the answer correct, and does sensitive information remain secure? Keeping control of your documents is the real challenge.
- Invoices are received through various channels, such as email, PDF, or scans;
- Data must be manually entered and verified;
- Processing invoices is time-consuming and prone to errors;
- Invoices get lost or are hard to find;
- There is a lack of real-time visibility into the status of invoices and payments;
- Administrative processes do not integrate well with cloud-based ERP or accounting systems.
Document management in a single solution
Whitevision Document Manager brings all your documents and files together on a single central platform. Whether they are contracts, quotations, internal forms or project files: everything is stored securely, can be retrieved instantly and is automatically linked to the relevant processes. We offer a range of modules within Whitevision Document Manager.
Features in Document Manager
Whitevision Document Manager brings all your business documents together in one central platform to make it easy to organise, manage, share and retrieve information whenever needed.
Smart document management
Document management allows you to manage all your documents, emails and other files from a single centralised environment, regardless of file format. From quotations and contracts to personnel files, financial documents and maintenance records. Documents are automatically categorised and linked to the relevant processes and files. This means you have all the related information in one place and can easily retrieve documents using smart search functions.
The system manages versions and changes, records actions in audit trails and automates workflows such as approvals and signatures. Integrations with ERP, CRM and other systems ensure processes run smoothly, whilst roles and permissions keep access secure and GDPR-compliant.
With personalised dashboards and smart search filters, departments – from HR and finance to procurement and customer service – have immediate insight into documents and pending tasks. This enables teams to collaborate more efficiently, prevents delays and allows the solution to scale easily alongside your organisation.
Record management
With records management, you have complete control over all your important business information and files, from creation to archiving. Whitevision automatically monitors retention periods for each document type, flags missing documents and ensures that information is securely archived or disposed of at the right time. Every action is recorded in a comprehensive audit trail. This means you always operate in compliance and no longer need to spend time on manual checks or paperwork.
Whether it’s HR files, contracts, financial documents or other business information, records management ensures that every document is stored, managed and securely disposed of at the right time. Thanks to automatic notifications and reminders, you’ll never miss important deadlines or expiring retention periods. Managers have real-time insight into the status of files, whilst employees only have access to relevant information.
AI in our products
AI is integrated into our solutions to make everyday processes smarter and faster. This allows you to work more efficiently, with fewer errors, and with greater insight.
Frequently Asked Questions
Wat is het verschil tussen document management en record management?
Document management helpt je documenten centraal op te slaan, te organiseren en snel terug te vinden. Record management richt zich op het beheren van belangrijke dossiers en informatie gedurende de hele levenscyclus, inclusief bewaartermijnen, archivering en veilige verwijdering.
Wat zijn de voordelen van documentbeheer in de cloud?
Met documentbeheer in de cloud heb je altijd en overal toegang tot je documenten. Je hoeft zelf geen servers te onderhouden en profiteert van automatische updates, veilige back-ups en een oplossing die eenvoudig meegroeit met jouw organisatie.
Kan Whitevision Document Manager koppelen met andere systemen?
Ja. Whitevision Document Manager kan gekoppeld worden aan bestaande systemen zoals ERP-, HR- of financiële software. Documenten en gegevens worden automatisch verbonden met de juiste processen, zodat je minder handmatig werk hebt en fouten voorkomt.
Hoe helpt Document Manager bij compliance en audits?
Alle documenten worden veilig opgeslagen en elke actie wordt automatisch gelogd. Zo zie je precies wie een document heeft bekeken, aangepast of goedgekeurd. Dit maakt het makkelijker om compliant te werken en audits eenvoudig te doorlopen.
Voor welke organisaties is Whitevision Document Manager geschikt?
Whitevision Document Manager is geschikt voor organisaties die veel documenten en dossiers beheren en behoefte hebben aan meer overzicht en controle. Denk aan afdelingen zoals finance, HR, inkoop en projectmanagement. Door documenten centraal te beheren en processen te automatiseren, werk je efficiënter en voorkom je fouten.
Mijn vraag staat er niet bij, wat kan ik het beste doen?
Vul het contactformulier in en wij zullen jouw vraag zo snel mogelijk beantwoorden. Ben je al klant bij Whitevision? Ga dan naar het klantportaal voor meer informatie.
Whitevision Document Manager in 4 steps
Record
Documents and files are stored securely and automatically categorized.
Link
Documents are linked to projects, files, or workflows.
Manage
Access rights, version control, and metadata are automatically managed.
Insight
Dashboards provide a real-time overview of all documents and files.
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