Open Practice Document Production is the core of any organisation’s efficient document business processes, bringing all forms of electronic medium together into a managed central repository for staff and client processing.
It includes the following features:
- Document assembly
- Document management
- Advanced version control
- Real-time data integration
- Integration with desktop email
- Draft / final approval workflow processes
- Internal and external team collaboration
- Public access for completion of online forms
- Automated generation in PDF or native format
- Automated assembly
- Automated archiving
- Automated purging of deleted documents
- Quick document access via Last 50, My Favourites, Last Search and in-tray features.
- Risk Management
Open Practice Document Production reduces a firm's exposure to loss of correspondence and other important documents by capturing at the source of generation or point of entry into the organisation (including faxes, emails, video, audio and word documents etc.) It removes the hidden risk that exists when documents are reused for new work. It also prevents unauthorised persons from seeing confidential information.
Allowing document producers to have an electronic view of the entire matter file regardless of their location reduces risk and improves team productivity by simplifying version control and doing away with the need for multiple copies of the same document, regardless of whether staff are working from different locations. By providing a centralised approach to matter files, Open Practice Document Production gives an organisation total control over its risk management strategies and policies.
Open Practice Document Production allows your organisation to automate many of the current ad-hoc manual processes utilising a range of productivity enhancing tools.
Template management and categorisation can be performed centrally or at a departmental level, providing each department full control and responsibility for their own templates. Consolidation eliminates variations of the same template. Automation allows templates to be assembled without the need of operators having to key information into the document. This feature is most useful when integration exists between the Open Practice Document Production system and a practice management system.
Revision control is applied to documents as well as the data used to create them. This allows staff to see the data used to create a document at any stage of the document life cycle. Regeneration of new revisions from any previous revision can be performed without the need to re-key data. Revision control is applied to all document types including audio and video.
System administrators can set specific access level control to individual documents for external Web access. This allows external parties and clients to see selected documents with view, edit, download, upload, or any combination there-of for each document. This control can also be set for templates.
This comprehensive external access facility gives the organisation the ability to provide its clients with a "self-service" web portal while ultimate control remains within the organisation. Request for new work by the client can be as simple as the click of an icon on the client's desktop.
Easy to use reporting allows administrators to view key usage statistics such as template usage, document volumes by matter, operator or work author, within a given date range. Document auditing provides a history of who has accessed the document and actions performed.
Integration to desktop applications allows the capture and storage of critical information such as emails, which are often otherwise difficult to manage centrally against nominated matters. Integration to existing practice management systems using the industry standard data interface allows firms to centralise template data in their practice management system while using this data in the production of documents.