• Paperless Offices
With Loyal, consumption of paper and physical storage space are dramatically reduced, as often there is no need to print out documents on paper.
• Saved time
When documentation is stored in separate files and organized in directories or paper copies, the time wasted in searching for information and/or recreating existing documents generates high costs for the organization. Loyal DMS makes all tasks simple and quick to carry out, even allowing access over the Internet. Plus the application helps to ensure that actions are completed correctly the first time around.
Increase in Productivity
• Labor Reduction
Loyal drastically reduces the time personnel spend searching for information, distributing and managing documents, and physically moving files from one user to another, so that they can spend more time on tasks that really matter.
• Quick and Easy Document Creation and Management
Documents are easy to generate and manage by means of pre-established automatic workflow processes. Suggestion for the layman: as a CEO may not be familiar with the jargon, perhaps on the web page, “workflow process” could be in bold, with a link to a pop up balloon that describes what it means. This enables users to cooperate with each other when creating documents and accelerates processes. In addition, each user is notified by email of the tasks to be carried out as well as corresponding deadlines.
• Integration with Microsoft Office®
Loyal DMS has been designed to work with Microsoft Office, the most widely used product on the market. This eliminates the need to constantly adapt documents.
• Alarms, notices and reminders
Loyal DMS enables the simple setting of different types of alarms, integrating easily with your e-mail platform in order to notify users, speed up reminders to execute actions on documents, alert to deadlines or pending activities, and carry out tasks without delays.
• Highly configurable workflows
If your organization must carry out procedures involving several people, Loyal DMS becomes the ideal tool. It allows a user to define the multiple tasks that must be carried out, establishing revision and approval circuits, including e-mail notices to those involved in the process.
• Linking Documents
An individual document within a company’s files is never isolated – it refers to information contained in other company files. Consequently, Loyal allows documents to link to each other and then updates those links during subsequent revisions. If a document is replaced by a new version, its links will be updated automatically.
Distribution of Information
• Safe and Efficient Access
Loyal DMS allows safe and efficient access to information. It is important to emphasize that user access is limited to the information which is relevant to them. Access authorizations are granted through electronic signatures by the appointed authority. Consultations can be made through a browser, using the company’s intranet to lower printing and publication costs.
Those employees who do not have a PC can obtain access to new information through the issue of printed documents that are automatically numbered in compliance with international quality certification standards such as ISO 9001:2000, etc
• Viewing information
Loyal enables users to view documents from a PC in just seconds, and sort information according to different categories, including the original parameters set by the user when creating the application. Several users can view and work on a document at the same time, carrying out necessary changes without having to physically move papers around the office.
• Searching for Information
Loyal has an information browser that will allow users to find stored documents quickly and easily.
• Administration of Printed Copies of Documents
Loyal reduces the need for printed documents, but does not limit it. Users can set document printing formats through Microsoft Word templates, customizing headers and footers with company logos or legends. Printed copies of documents are numbered according to the company’s requirements, and/or in compliance with quality process certification entities.
• Multiple Languages
Loyal DMS is available in English, Spanish, Portuguese and other languages on special request.
Security
Loyal DMS was developed to enable authorized users fast, controlled and secure access to information. This is achieved through the definition of user profiles, which assign access levels according to the tasks each user must carry out.
• Controlled, sequential numbering
Sisdam Technology has developed a software component that ensures the correct and sequential numbering of documents, guaranteeing that each document is given a unique number or code, even when a company has several servers. This means that documents can never be accidentally lost or written over, regardless of how the network is set up or the number of users that work at the same time.
The modules that make up Loyal DMS
• Document Generation
This module carries out all generation, administration and control procedures from the document’s creation to its publication. Loyal allows users to carry out tasks from within the application (editing and formatting text, copying and pasting, creating objects, charts and tables, attaching files, grouping and categorizing documents etc). Loyal’s friendly interface also integrates perfectly with Microsoft Word and Excel documents.
• Published documents
This section includes all the documents that have completed the generation process. Authorized users gain access to this unit only for consultation purposes, although they may annex comments to published documents.
If it is necessary to revise a document, the new versions are generated within this module. These are automatically numbered and the last updated version is published until it is replaced by a new one.
• Archive
This section displays all documents that are no longer in use, either because they have expired or been replaced by newer versions. This module permits the quick and easy recovery of data. It also saves time by allowing users to generate a new copy of an existing document that can then be sent to the workflow process and/or changed during the editing process.
• Configuration
This module was designed for system administrators to tailor the application to the organization. The sectors of the company and those responsible for these sectors are specified and each user is assigned a role such as manager, author, reviewer, authorizer, publisher etc. which enables him/her to carry out certain tasks. Users can:
• Enter parameters which describe and identify the organization, document classification data, alarms, and other setup information.
• Define scopes and hierarchical relationships that will contribute to security and controlled access.
• Enter types of attributes and attributes to define the profiles of the posts or positions with the organization.
• Define organization and user functions.
• Define types of documents and their structures, numbering schemes, workflows and queries (in tables and charts).
• Enter customers’ and suppliers’ data, references, import and export databases, identify servers, design printing templates.
