KORTO is a reliable anchor for customers’ records, helping them to achieve compliance in a seamless and non-intrusive way.
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If you dock KORTO to a professional document management system such as Microsoft SharePoint, KORTO will take over and understand all the metadata which those documents have in SharePoint, and will convert them to record classifications in KORTO. It will then use AI to find even more classifications within the documents.
Wide range integration
For now, KORTO works well with standard file shares, and with Microsoft 365 products Exchange Online (e-mails), SharePoint Online (documents), and Teams (chat messages). Google Mail and Workspace integration will be added soon.
Extensive, open, and secured APIs
It doesn't stop there. Through its extensive, open, and secure APIs, KORTO can easily be integrated with any document management or line of business system. If your system produces documents, and if those documents must automatically be declared as records, KORTO APIs will make that a piece of cake. Really.
For any organization, be it banking or large enterprises, documents are very significant and have to be dealt with effectively. The pile of physical paperwork can be badly frustrating, resulting in misplaced files, disorganization, and inefficiency.
It is here that the EDMS comes into play, revolutionizing the way that businesses store, manage, and retrieve their documents. Whether yours is a small business or a large corporation, it is very important to understand how an EDMS manages to simplify the cycle of enterprise functions in order to enhance productivity and security.
This tutorial will lead you through what you will perceive as key advantages of an EDMS, showing how EDMS facilitates the searching and retrieval by describing features to look for, the major types of EDMSs available, and giving some advice concerning the selection of an appropriate EDMS for your organization.
The core purpose of an EDMS is to centralize document management by digitizing, storing, and organizing documents. The whole concept of DMS has many benefits for any industry:
One of the major pain points in document management is the difficulty of finding specific information in a timely manner. A robust EDMS solves this by optimizing the search and retrieval process.
EDMS allows users to assign metadata (e.g., tags, keywords, author, creation date) to documents, making them easier to search for and retrieve. Instead of relying on file names or folders, metadata enhances the search capabilities by allowing users to filter through multiple criteria.
Full-text search capabilities are also provided by many EDMS systems, wherein they peer inside the complete text of a document for keywords or phrases. This is quite useful when long documents, such as contracts or research papers, are being searched, wherein the title or metadata does not include the information that is sought.
Whether stored in the cloud or on local servers, an EDMS centralizes document access. Workers aren't required to switch between several platforms or locations to find what they need; the system pulls information from all storage points.
An EDMS creates the conditions whereby the users are always working with the most recent version of any document. It does this by regulating any confusion brought about by the use of copies. The system keeps tabs on changes, stores previous versions of documents, and allows the users to revert to any of its earlier iterations when they feel so.
When evaluating different EDMS options, it’s important to look for key features that ensure efficient document management. These include:
There are different types of EDMS available, each catering to specific organizational needs:
This type of EDMS is located on your organizational servers. You have full control over the system and data within but with the added care for its security and hardware updation. On-premises EDMS will suit those organizations that deal with very sensitive pieces of information, required to take stringent security policies into consideration.
Cloud-based EDMS stores the documents on third-party servers, usually over the Internet. This solution is scalable, very low maintenance, and accessible remotely. This is a solution that will ideally suit businesses needing flexibility, trying to reduce the upfront cost associated with it, or whose workforce goes mobile.
Hybrid EDMS represents the ultimate of both on-premise and cloud-based systems combined. This means that it will enable an organization to store the most sensitive documents on-premise while the non-critical files use the cloud services. It's flexible and thus allows companies to tailor their document management strategy based on the nature of the data they handle.
For instance, an EDMS meant for such industries as healthcare or legal may need industry-specific customizations with preloaded special tools for document management in accordance with the regulations of those sectors.
Identify precisely what problems you want to solve with the EDMS you're selecting for your organization.
Examples might be that it will make document searches faster or reduce clutter. Still, some thought is to be given to your needs in the future, the system should grow with your business.
When it comes to the time to decide on an EDMS for your organization, KORTO should be your go-to. KORTO will be a secure anchor for record management ensuring that compliance is realized smoothly and with no disruption.
If it is integrated with a system like Microsoft SharePoint, KORTO will be able to understand document metadata and convert it into record classification, further enhancing organization through AI-driven categorizations.