The industry deals with large volumes of documents every day. To date, the documents are maintained in the form of physical binders in majority of pharmaceutical organizations and managing them happen manually. This is not just the case of the pharmaceutical industry. The scenario is pretty much the same in all industries involving documentation.

Manual document management has more hassles and risks than benefits despite putting in all efforts to make it as perfect as any human can. There is a lot of physical work involved. Adding in details to create a new document, categorizing them, circulating them within the organization to the responsible personnel, searching for a document, updating the documents, ensuring the updates reach everyone with a copy of the document – the list goes on. Even after spending hours to get everything done, there are still many things that are left out because of lack of solutions.

This inspired us to come up with Docs Applied – our Document Management Software that helps organizations achieve the same or maybe better document management results with additional benefits that manual document management can never offer. 

We intend to give documents a digital makeover through Docs Applied. It is not just because it is the digital era, but also because of the numerous advantages it offers. You can store the documents at one location in the software – a centralized, cloud storage from where multiple users can access it anytime, anywhere using their mobile device and can be easily shared. Also, the updates made in the documents will be visible to all. You neither have to go around distributing the documents to the employees nor do you have to ensure that everyone responsible for the documents is aware of the updates.

Because of the humongous amount of physical work involved, manual document management requires a large team. Some organizations have about 30 to 40 people in a team to get the document management process done. This observation is what brought the idea of automation into our minds. So, we added provisions to configure Docs Applied to identify the document type and choose the best suitable workflow for managing the document. Also, Docs Applied makes searching for a document an easy task with the intent of saving money and time. Through digitization and automation, Docs Applied cuts down labour to 1%. It means organizations can use the rest of the employees for other tasks. This adds to the productivity.

Many organizations are on an ERP today. But does that ever stop them from storing data on paper? Surprisingly, no! An organization spends lots of money every year on printing and paper. Through Docs Applied, we intend to reduce the use of paper for environmental and economic purposes. You contribute towards the environment and also reduce your expenses, in terms of printing and paper by 50%.

In our observation of the pharmaceutical industry, another thing that came to our notice is the lack of data security. The data contained in the documents are usually sensitive in nature. Despite intense security measures, there have been discrepancies and data leakages that affected organizations from time to time. So we have equipped Docs Applied with the best security features and provisions that would put an end to any kind of malpractice. The software has features for print permission control, tracking of document view and access trends to detect discrepancies, document view without print or save options, protection from photocopying, etc. to ensure data security.

One issue manual document management process can never solve is document traceability. Often, you would have no idea about who all, within an organization, possess copies of a particular document. There is no way for you to trace the documents or keep track of how the person who has the document will be using it. Docs Applied does that for you. While printing a document in Docs Applied, the user has to fill in a form with personal information as well as intent of printing the document. These details can later be accessed in the “print history” feature to trace the documents.

In short, Docs Applied is the solution that we envisioned for industries that involve documentation to fill the gaps left in manual document management process.