Document Management

Electronic Manuscript Management is an application for managing, reviewing, creating and sharing official governmental manuscripts electronically. Currently there are still many agencies that regulate official manuscripts of services manually, for example when making approvals, dispositions, changes, and sending official manuscripts to outside agencies, all done manually.

If the distribution of manual work is still carried out continuously, it can result in reduced time efficiency of workers, as well as causing several problems in the existing agencies, so that company development can be disrupted.

Use the Electronic Department Manuscript so that the Distribution of Documents becomes Faster,Easy,Safe,Efficient

The following are problems when still using the Official Manuscript Procedure:

• The amount of time needed when looking for official document administration documents.
• Online approvals cannot be done online, it is difficult to track official document administration documents.
• The difficulty of tracking dispositions digitally.
• The high cost of purchasing paper, because all official documents are still using physical documents.
• Space required for storing documents is too much.
• The sending process of sending documents between outside agencies is too time consuming, because everything is done manually.
• The difficulty of approving or following up on a document when one of the officials concerned is not in the office.

All of these difficulties, can be overcome by the application of the Electronic Office Manuscript, a system that has been well integrated.

Electronic Manuscript Management
Here are the kinds of letters that can be done in this application:

• Warrant
• Internal Memoranda and Memos
• Letter to an outside company
• Decree
• Letters from other companies
• Instruction Letter
• Certificate
• Letter of invitation
• Minutes of meetings
• Announcement
• Circular letter
• Official memo
• Other letters

Some of the advantages of using the Electronic Service Text Application are: 

• It is easy to carry out dispositions in the official script system that is received from other units, because it is integrated with the system.
• It is easy to find out the position of approval in an official script.
• The rapid process of receiving letters sent via online between agencies.
• There are no errors in the format of the letter, because the format has been provided by the system.
• Can reduce the cost / cost of sending letters and paper spending.
• Make it easier for superiors to do approval or disposition online, making it easier for Officials to do approval anywhere.
• Work becomes directed and structured, because of the creation of time efficiency.
• Dispositions can be easily made by officials.
• Users can easily search for official document manuscripts using words (metadata).
• Easy to search documents by various categories.
• Placement of documents neatly organized because this application is well integrated.

Electronic Office Manuscripts is the right application for organizing documents, for the creation of organized, structured and directed work so as to optimize the time of workers to create progress at your work agency. 

Softbless built the Office Manuscript Application on Alfresco and Liferay. Alfresco is a Document Management System (DMS) application that is useful for storing all soft copies of documents in a company. And Liferay is a portal. The two applications are applications that already exist in the Gartner Magic Quadran from 2011 to 2018. Alfresco is a Chalengger in the Gartner Magic Quadran and Liferay is the Leaders in the Gartner Magic Quadran.

Some Functionalities on the Official Text Application: 

• Exit Service Manuscript
• Arrangement of official service documents: Letters for other companies, Service Notes, Decree, Minutes of Meeting, Notification Letters, and Internal Memos.
• Approval that can be done by related officials for each division or different divisions.
• It is easy to search the status of approval for official documents
• Time efficiency is very fast, because the process of sending documents that are done online when the official script procedures have been approved by the relevant officials.
• Entry Service Texts:
• Up to date can receive automatically in real time when outside agencies send official documents of administrative documents.
• Disposition of official script entry.
• All official script manuscripts from outside agencies can be registered on the electronic service manuscript application.
• Full text searcing that can search according to status, subject and date of the letter.
• Giving a number that can be done automatically.
• The electronic service manuscript application is already integrated with the Document Management System (DMS), so all incoming and outgoing official document manuscripts along with all related documents will be placed / stored in the Document Management System application.
• Email:
• Each user will get an email notification if they have a new task for approval and the latest task
• Each user will get an email notification or reminder if there are tasks that have not been completed
• Number of letters by using a barcode.
• Audit trail: This is useful for viewing all history such as approval, positioning and making official script layout, all of this workflow will be stored in this application, and the user can see in detail the history of official script layout.
• Delegation of authority, this function is for Temporary Officers (PJS), PYMT (Officials Performing Tasks), Daily Implementers (PLH), or officials who are on leave.
• Document watermark, useful to find out who the user is downloading or printing on the document, so as to reduce the spread of documents to unwanted parties.
• Secretary function. This feature gives the secretary access to view or check the official script procedures that become the latest task of their superiors Administration & Configuration. This feature works to make the latest task changes. For example when one official gets one of the newest tasks but for some reason, the official cannot do it, then the official can perform the task change function.
• Change Log. This feature stores information about anyone who has made changes, what has changed about the contents of the official script.
• Access rights, User Management, Groups, and Units
• Merged with Active Directory / LDAP

Softbless is one of the companies in Indonesia that already has a lot of implementation experience for the Office Manuscript Application, we are very competent in understanding the business processes that exist in your company.

Softbless Use our services for implementing Manuscript Services in your agency. Softbless provides services for implementation, customization, installation, support, and training. Contact us and get as much information as you need.

Electronic Archive as framework that manages archives that are managed efficiently and efficiently with user-friendly management methods so that it can facilitate companies in managing them. In the digital era as it is today, archive management has developed rapidly with the development of digital technology which is very beneficial for the company. The development of digital technology that is developing in archive management among others is Electronic Archives.

Electronic Archives makes it easy to manage your records to be more Reliable,User Centered,Effective,trusted

If the development of digital technology is developing rapidly, there are still many companies that in their archive management activities still use traditional or manual systems. In fact, managing records manually requires a lot of effort / cost for still using physical paper. Common problems that often occur in the management of archive archives include:

• Paper archives are very vulnerable to damage, in the event of a natural disaster the archive will be easily torn, yellow stains and the worst result of losing the archive even though the archive is an important asset of the company.
• If it is needed it is difficult for the User to get it quickly, moreover the archive was created in a very long period of time and the user cannot be certain about that archive.
• Users find it difficult to search archives specifically by using certain keywords including archive descriptions, contents of archives, certain archive numbers.
• Users can not distinguish where the latest archive archives, between coworkers is difficult to know who made changes to the archive archives.
• Vulnerable to the inequality in naming and numbering records between one user and another user
• Limited archival storage, physical archives that are made continuously or periodically so that requires a fairly large file cabinet in the company.
• Security guarantees for important archive archives are not regulated in realtime and are flexible.

The problems mentioned above can be handled by applying electronic records to your company. Electronic Records are made with a system that has been well integrated so that it can answer the problems - archives of company records.

The benefits that you can get from using Electronic Records are:

• Paperless, so the cost or budget spent on purchasing paper can be reduced.
• Has a sophisticated searhing feature so that it can search through the contents of the archive archive.
• Digital electronic archives can be accessed anywhere and anytime by the user.
• Changes in the archive can be known easily, what time, what date, what day and who made changes to the archive.
• Updated archives can be found quickly and easily.
• Avoiding archival mixing with other divisions, usually archival archives between divisions are confidential so that they can also reduce the spread of archives to other divisions.
• No need to take a long time in the process of searching the archive so that employee time is not wasted and can do other activities that further increase work productivity.
• Has a workflow feature that can make it easier for employees to collaborate on compiling a archive.
• Company archives are neatly structured by utilizing the security permission feature in each division. The process of sharing files between colleagues is very easy. 

Alfresco is an Electronic Records management application that has been proven capable of handling various issues of corporate archive archives and has been widely used by more than 5000 companies and organizations around the world, and has been built since 2011 until now.

Some functions that exist in Alfresco:

• Can be integrated with other applications through the CMIS web service.
• Integrated with LDAP, Active Directory, Ms office and Google Docs.
• Tagging & Category
• Role, Permission & Security Settings
• Able to connect well with the scanner engine.
• Multiple file uploads. Can upload files or folders into Alfresco.
• Check in & Check Out. Each archive that is being edited by one user can be locked first, so that other users can only read it.
• Expired archive reminder. The plugin works as a reminder and reminder of archives that have a period of time and require updates. Email notifications are sent via email and can be seen in the dashlet.
• Search functionality. function to search the archive to the contents of the archive (indexing), or search based on metadata that has been made previously.
• Automation (Rules) for triggering certain actions based on several criteria chosen by the user.
• User friendly. Alfresco is made like Windows Explorer, so users can easily learn it.
• Drag and Drop Upload. Users can easily upload files simultaneously by drag and drop.
• Native Mobile Application, can be downloaded in the app store or playstore, and all default applications can be seen on each employee's mobile phone.
• Online Preview. Able to do online previews on archives and media files without downloading files.
• Versioning. It functions as naming the new version of the archive automatically, and users will easily track the latest version automatically.
• Centralized archive Repository: Storage of all archives in the Company centrally.
• Trail Audit. useful to see all user activities at login, logout, edit, view, add and delete. So that the user activities can be seen.
• Workflow Engine. Useful if the user wants to do a review, approval and revision of the archive online. Because business processes in each company are different, we also provide custom workflows that can be adjusted to the business conditions that occur in the company.
• Link (relation) between archives. This feature is useful for creating links between one archive with other supporting archives, for example invoice archives are made in relation to PO, BAST archives and other archives that are related to those archives.
• The addition of a watermark when the user will download a particular archive or file or when uploading an archive, so each archive that is downloaded or printed will be seen who is downloading, what date and month what archive is downloaded.
• Comment feature. This plugin is useful if fellow users want to discuss about the archive.

Softbless is competent in helping to develop your company's business processes. Not only that, SoftBless is also experienced in handling management systems, implementation, and developing Electronic Archives digitally in Indonesia using Alfresco.

We provide a variety of professional services including implementation, customization, installation, support, and Alfresco training. Immediately Contact us and get the best offer for your company's Electronic Archive Solution.