Smart Company

Smart Company

eDocu Asset Management

Are you an asset-intensive company? Then you know well that assets don’t just “sit” there —they require your attention and money: handovers, repairs, assignments, revisions, inspections, checks, storage, safety… What if all of this was automatically managed for you? Imagine your people with no need for a PC or paperwork — they can manage all asset-related tasks via mobile devices, e.g. handovers with biometric signature.

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Benefits

  • Asset-related processes executable on the spot — all paperless
  • Increased safety, lifespan and usage
  • Protection from fines and penalties due to missed revisions
  • 24/7 access to all information via iTags (QR, NFC) on desktop or any mobile device

Use case

  1. Company buys a new notebook, it gets an iTag and it is registered in eDocu.
  2. An employee is issued/assigned notebook via paperless handover on mobile device.
  3. The employee signs digital papers with an S-Pen.
  4. Notebook information regarding assigned employee is updated and handover papers are linked to notebook system profile.

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eDocu Fleet Management

You can now conduct and finish all the processes regarding car fleet management right on the spot — where the car is situated. Whether it is a handover process or check, damage documentation, mileage readout, a reminder to have the car revised or upcoming MOT: eDocu Fleet handles all the processes in one place, 24/7 and all you need is a smartphone. Moreover, you are also on the spot provided with all the information, technical documentation and required paperwork regarding the car.

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Benefits

  • swift access to all the information via iTag (QR, NFC) on the spot; all you need is a smartphone or other mobile device
  • all processes are done right on the spot
  • back in your office, great overview of the whole fleet

Use case

  1. An employee is to return a car after using it.
  2. Fleet manager scans the iTag of the car, checks its documented state before being handed over to the employee and performs the handover check.
  3. The employee digitally signs handover papers on a tablet.
  4. The manager creates a ticket to have the car cleaned, technician changes the light bulb and creates a work record about it. Process is completed after scanning an iTag on car keys, changing their status (location) to returned to key cabinet.

eDocu Inventory

Inventory made easy! Enjoy easy implementation through smartphones, with paperless and smooth inventory check process via Itags (QR, NFC, barcodes). Unlimited number of people can also perform the inventory check simultaneously, while no extra expensive proprietary devices are required. At the same time they can also use the system to update information regarding the maintenance, checks, servicing or direct ordering via iTags.

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Why you’ll love this?

  • Unlimited number of people performing inventory simultaneously
  • Easily linked with other functions (asset management, fleet management)
  • Extra time-efficient

Use case

  1. To perform an inventory check, its scope and parameters are set.
  2. Employee scans an iTag assigned to a given room and receives an inventory checklist of all items.
  3. After scanning iTags of required assets, checklist is updated. Additional information about their current status (text, photo, audio, video) can be attached.
  4. Report is generated automatically after finishing the inventory process.

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eDocu Employee

Your employees are your most valuable assets and having proper information about them is crucial. With eDocu Employee, you have a system that records people’s skills as well as all documentation, from recruitment until the moment of leaving the company. When integrated with eDocu Asset Management and Fleet, you can easily link assets to employees to get the perfect overview. Best of all — you can do this without costly investments in new IT equipment or staff! We offer “software as a service”, which means that you only pay for what you really need.

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You’ll love this if you

  • have regular employee turnover
  • are a manufacturing, transport or other asset and employee intensive company
  • are in HR recruiting or leading business
  • are expanding fast, and/or constantly creating new teams
  • have many branches

Use case

  1. Finding suitable candidate includes creating his/her profile with all documentation and skills.
  2. During the recruitment process, work records are created to note phone calls to candidates, tickets are created to appoint tasks regarding each particular candidate. Profiles of hired candidates are then switched to employee status.
  3. Teams are created based on recorded skills. According to OHS regulations, individuals' compliance, qualifications and training are checked within a second.
  4. Assets can be linked to each employee; the exit process and handover of assets are simple and guided.

eDocu Post Evidence

It’s time to make that big step towards paperless office management! No more paper forms, signatures, and multiple tasks when handling mail — assign one simple iTag to each envelope, and let eDocu Post do the rest automatically, including digital biometric signature.

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Benefits

  • Important step towards paperless office
  • Thoroughly automated process, including digital biometrical signature on handover
  • Additional documentation is linked directly to the envelope

Use case

  1. Sender prepares the envelope (sticks a paired QR code on it) and creates a virtual envelope in eDocu.
  2. Upon its delivery to the reception, they perform takeover by scanning the QR code.
  3. Automatic email notification is sent to the recipient about the received mail. The recipient then takes over the envelope by digitally signing the handover document on a mobile device.
  4. Sender receives notification of delivery, the envelope status changes to delivered and gets automatically listed in the mail book.

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eDocu Facility Management

How about a system that helps you organize information about maintenance requirements of your devices? It will assist you with due dates, scope and requirements. Never slip on your SLA standards and monitor your subcontractors easily. Your technicians can efficiently prepare for on-site visits and always carry the right tools and equipment thanks to direct interactive links between devices and information in the database. Devices have iTags (QR, NFC, BLE, GPS) to facilitate direct access to the information and checklists on the spot.

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Benefits

  • Solid evidence of performed work
  • Records are created, it is just so easy!
  • Lower risk of fines and penalties
  • Efficient planning and task clustering
  • Prolonged device life cycle
  • Technicians make competent decisions based on all relevant information

Use case

  1. After receiving a ticket, technician sees detailed instructions, guides, schemes and OHS regulations connected with the task.
  2. Upon arrival, technician checks in on the site and documents the state before carrying out the task, while receiving a to-do checklist.
  3. Technician creates a work record and attaches photo documentation.
  4. Digital forms with digital biometric signature make the handover process smooth and easy.

eDocu Archive

Looking for a safe and robust digital archive solution that will not cost you a fortune? Manage all documentation, folders and papers in the repository down to the level of a single document. All related information (including work records and notifications) is available with perfect overview and search functionalities. Directly in the repository it is possible to locate the desired folder and document and easily record all changes regarding its status, location and information.

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Benefits

  • decreased costs — no physical archive on site, less employee workload
  • faster access to documents
  • different user groups or 3rd parties can access different document sets
  • increased safety

Use case

  1. A recently signed contract is tagged with a QR code and scanned, while the physical document is stored off-site.
  2. Information is extracted from the contract via OCR and saved together with the scan and location of the original.
  3. When somebody needs to revisit contract conditions, this can be done by viewing the scan or extracted information within seconds, while the system records all viewings and editings.
  4. When the time is due to shred the physical document, the system notifies the responsible person.

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eDocu Smart Meter Reading

How about a simple, intuitive tool that will make self meter readings easy and fast for everyone? With eDocu Smart Meter Reading, self meter readings are directly done by a mobile OCR application (accessible via regular smartphone camera) that instantly creates trustful records about actual consumption status. The whole process is intuitive and easy, therefore no specific IT knowledge is required. At the same time customers get immediate access to their own consumption overviews, invoicing history etc.

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Benefits

  • cost savings and customer satisfaction
    • accurate data through self reading
    • no more scheduled times for compulsory readings
  • trustworthy evidence for every stakeholder about consumption
  • 1 click access to customer agenda, invoicing, consumption overviews
  • no more paper based documentation of meter readings

Use case

  1. Each consumption meter is uniquely tagged with an iTag. A customer scans the meter with his smartphone, the system automatically recognizes consumption with OCR and saves the taken photo in the system (for backup and fraud detection reasons).
  2. The service provider immediately receives trustworthy measured data from the system and is able to further process them.
  3. At the same time, the customers can check their consumption records and invoice information, and are able to submit requests or use hotline.

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References

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