Success Stories
Document Management System
Background
Advanced Web-Based Document Management that Grows with Your Organisation
NEXTORE is a web-based document management solution that allows users to access, store, search, and share documents from anywhere at any time. It centralizes document management, streamlines operational procedures, and reduces the time and effort spent on managing documents.
Luxury Carat Limited, a luxury jeweler, adopted NEXTORE as their document management and mobile access system through the Technology Voucher Programme (TVP). The company faced challenges in dealing with different forms, invoices, and quotations across various departments, resulting in time-consuming work and duplication. Additionally, managing thousands of jewelry photos and certificates of authenticity made individual file searches complicated. NEXTORE provided a secure in-house document management platform that allowed full control over their valuable assets.
Solution
Your Secure, Centralised and Fully Searchable Document Database
With the implementation of NEXTORE, all documents, including jewelry photos and certificates, are centralized in a single document repository and organized systematically by defined document types, categories, and self-defined index fields. Users can log in to the web-based portal using their AD accounts on smartphones or tablets to efficiently retrieve jewelry information anytime, anywhere.
NEXTORE features automatic optical character recognition, converting digitized documents into searchable documents. This enables efficient document searching through full-text content search, significantly reducing user intervention. The sales team can easily find jewelry photos and certificates within one second during customer meetings, enhancing productivity.
NEXTORE offers granular security features, ensuring that only authorized users can view or edit each file. It also provides secure sharing functions, allowing users to share files of unlimited size with multiple security settings, specifying who can download or view the file. NEXTORE employs AES 256-bit file encryption and electronic file format standards to ensure the security and protection of confidential information, addressing concerns about sharing sensitive information with third parties.
Result
Automated Document Storage Encourages Collaboration and Efficiency
NEXTORE is a user-friendly solution that requires no software installation on desktop or mobile devices. Staff can directly access the document repository with a web link and individual logins. The deployment process is easy and straightforward, enabling SMEs to start their document management system quickly.
By centralizing document management and controlling access, NEXTORE improves file sharing, collaboration, and workflow efficiency in a secure online environment. It facilitates effective and efficient business workflows and enhances overall productivity.
Moreover, NEXTORE offers value-added functions like document workflow, eliminating manual processes and streamlining data operations within the organization. This improves information flow, increases productivity, and ensures better process consistency. The new generation of NEXTORE can also integrate with internal application systems, allowing for specific functions according to business requirements.
