Key benefits of using Archive

  • Involve employees, customers, and partner’s restricted access to documentation, regardless of location, by simply using a Web browser.
  • Comprehensive access control and audit trail functionality
  • The document routing capabilities of EDMS enables the routing and tracking of documents throughout the organization
  • Free resources to focus on core business while EDMS manages your document archive
  • Create and support our document archive structures ourselves using EDMS document indexing and storage structures.
  • Business Process Improvement is achieved by focusing on business processes leads to their streamlining and simplification

 

Key features of Archive

  • Ability to organize files in a user-definable structure
  • Ability to store compound documents with annotations
  • Check-in/check-out
  • Robust search and retrieval
  • Intelligent documents that “know” who has authority to access them
  • Version control to prevent lost edits
  • Dynamic serial and parallel routing of documents with reminders
  • Comprehensive audit trail functionality

 

Background


RQTech ECM Solutions have been providing integrated ECM solutions to our customers build around our self-developed Orbit ECM products for years now.

RQTech ECM Solutions is responsible for the sales and marketing of Orbit solutions. Enterprise Content Management (ECM) solutions allow organizations to build and sustain the competitive advantage by managing content throughout the Information Life Cycle, automating and streamlining business processes, and providing the full spectrum of connectivity needed to simplify critical and everyday decision-making

The common perception is that all electronic record retention is governed only by the ETC this is however not the case. As a South African organization, a Company also has to adhere to the following laws that stipulate information retention periods.

  • Companies Act
  • Income Tax Act
  • Value Added Tax Act
  • Customs and Excise Act
  • Stamp Duties Act
  • Prescription Act
  • Insolvency Act
  • Basic Conditions of Employment Act
  • Labour Relations Act
  • Promotion of Access to Information Act
  • Electronic Communications and Transactions Act
  • Manpower Training Act
  • Unemployment Insurance Act
  • Wages Act
  • Occupational Health and Safety Act
  • Stock Exchange Control Act
  • Second Hand Goods Act etc.

 

The following is a summary of the most common records management problems currently faced by organizations in South Africa: 

  1. EVERYBODY IS DELETING! The fact that most local organizations encourage their staff to delete all emails and other electronic records after a short period make such a practice neither right nor legal! Deleting an email is like shredding a paper document it is destroying evidence!
  2. ELECTRONIC EVIDENCE Currently only a small number of local organizations retain electronic records for later use as evidence. Also, most of the electronic evidence currently used in disciplinary hearings is actually without any evidentiary weight because it was retained, collected, and presented in conflict with statutory provisions and international best practice guidelines.
  3. CLASSIFICATION AND IDENTIFICATION Most South African businesses fail to properly identify and classify electronic business records.
  4. STORAGE SPACE The costs and resources necessary to store and retain all corporate electronic records are a significant barrier to proper records governance in South Africa.

 

In terms of the King II Report on Corporate Governance, organizations have to i) identify and ii) manage or mitigate corporate risks. The risks resulting from a failure or refusal to practice proper records management is significant.

The risk of non-compliance is much higher than one would think. Consider the following

  • Criminal fines as high as R10-million and imprisonment
  • Inability to prove or disprove facts during disciplinary hearings or litigation
  • Inability to respond to public requests for information as provided for in the Promotion of Access to Information Act 2 of 2000
  • Personal liability for directors and managers for damages or losses as provided for in section 424 of the Companies Act 1973
  • Keeping records without any evidential weight
  • Slow or impossible data recovery
  • No or low business continuity
  • No or low disaster recovery
  • Keeping records that could have been deleted or destroyed
  • Waste of storage space
  • Keeping the wrong records for the wrong periods
  • No version control

 

RQTech’s Enterprise Content Management (ECM) solutions are designed to give your company a competitive edge whenever there’s a decision to be made. With the combination of content, process, and connectivity, our solutions allow customers to build and sustain competitive advantage by managing content throughout their organization, automating and streamlining their business processes, and providing the full-spectrum of connectivity needed to simplify your critical and everyday decision-making 

But understanding how to apply an ECM solution to a particular application or industry is as crucial as the quality of the technology that supports it. The true value of an ECM solution emerges only when it has been optimized to the industry, the business processes, and the technology infrastructure of the company it serves. 

That’s why companies benefit so much from RQTech ECM solutions. Our experience in implementing enterprise solutions for a wide variety of industry leaders to solve a broad range of business challenges has resulted in a flexible, scalable, and highly customizable framework, RQTech ECM, which can support and streamline a diverse set of business activities across the enterprise. 

RQTech’s ECM allows your organization to move more decisively knowing you have control of all the content and business processes, integrated into your existing systems, that you need to make the right decisions for your business. 

RQTech’s ECM solutions are designed to give your company a competitive edge whenever there is a decision to be made by managing all your content; allowing you to create, manage, and activate that content to make better decisions and achieve your business goals; and, most importantly, to bring control and consistency to business processes.

 Each of our ECM capabilities emphasizes a different aspect of the ECM framework. But, built on RQTech’s ECM, a standards-based, enterprise application compatible architecture, each solution is also expandable to include all ECM capabilities as required.

 

In 1997 Gartner found that: 

  1. Knowledge workers spend about 8 hours a week (20% of their time ) on document-related tasks. This will increase to 40% by 2003.
  2. Document handling costs about 6% to 15% of a company’s revenue
  3. The average document is copied between 9 and 11 times.
  4. Documents cost $ 20 to file
  5. Retrieving misfiled documents costs $ 120
  6. 25% of misfiled documents are never found
  7. 80% to 95% of enterprise information is held in electronic or paper documents
  8. 85% of archived documents never leave the filing cabinet

 

Orbit Overview

  • The system is extensible, WHICH means indexing fields can be added or modified as needed.
  • Orbit, being “Web-based” has the following advantages
  • No Installation on users PC’s
  • No updates necessary on users PC’s
  • No version issues on users PC’s
  • As all version updates are done on the server so all clients are always using the latest version
  • Very accessible. All that is needed to access the system is a Web Browser and network connection to the server

 

Data that can be stored in the archive:

  • Word Documents
  • Excel Documents
  • PDF Documents
  • Text Files
  • JPG
  • GIF
  • BMP
  • TIFF
  • Audio Files
  • Video Clips etc.
EDRMS DEMO