Microsoft Document Management System

Our HTML 5 document viewer allows users to select and view all documents relating to a context from a single view. Supporting over 70+ file formats it removes the need for users to open up multiple applications.

Present documents in a configurable and structured context, allowing a user to seamlessly explore records relating to the context. Covering any context; HR Files, Patient Records, Finance, Legal, Projects, Accounts, etc.

Enable users to quickly find the relevant documents in large cases through ‘Free Text’ search and configurable search refiners. For example, a user could very quickly locate all ‘Approved’ ‘Contracts’ ‘Created’ in the last 90 days.

Create digital briefcases to easily share documents with internal or external parties with granular security and retention controls. Ideal for scenarios such as Subject Access Requests, Audits or simply controlling your access sharing processes.

Users can annotate and redact documents from within the user interface to avoid opening third-party solutions like Adobe. Any changes will not compromise the underlying record assuring regulatory compliance.

Building upon Microsoft SharePoint standard records management capabilities, Encodian Filer adds support for complex retention schedule rules which cannot be served by the standard Microsoft offerings.

Assure that documents are consistently OCR’d and filed in the correct location using the configurable metadata document routing engine. This assures that documents can be easily found and the correct retention schedules are always applied.

Enable automatic document format conversion (PDF/A) for automatically filed documents to comply with common records management, archive and regulatory compliance practices.

Automatically attach business data to document metadata through no-code integration. For example, automatically add patient demographic data to filed documents, enabling automatic filing and complex retention schedule assignment.

Our advanced audit engine captures all user and administrative actions enabling advanced reporting. Records managers are also provided with common regulatory reports above SharePoint’s standard capabilities.

Seamlessly save emails and email attachments to Encodian Filer directly from within Microsoft Outlook. Creating a simple workflow for users regularly exchanging documents by email.

Break Glass allows for highly confidential documents to be accessed in the event of an emergency by sharing a clear reason which will be stored in an audit trail. Users will then have time restricted access to these documents. This feature can be turned on/off for specific use-cases.