Track your company’s budget during a crisis

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With COVID-19’s continued impact to businesses, most organizations have now turned to “crisis budgeting” where only essential spending is prioritized, and other areas of spending are reduced or placed on hold.

This budgeting mode can become incredibly challenging in terms of spending approvals and monitoring. Tools which enable transparent and efficient budget management become essential in controlling corporate spending.

Docukit Financial Tracker is a software application which allows you to accurately record and track the expenses and withdrawals from one or more bank accounts against a set budget. This enables you to proactively monitor and take action to prevent overspending. Similarly, all income and deposits are also recorded showing you the organization’s cash flow accurately.

Furthermore, all related documents to a specific expense or income record (receipts, purchase orders, invoices, tickets, etc.) may be attached for reference and future regulatory and audit requirements.

For more information about the Docukit Financial Tracker, please visit us at docukit.com or email us at marketing@docukit.com

Docukit Business Application – Contract Management

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Maybe you’re a car insurance company, and you need to be reminded ahead of time when your clients’ policies are about expire – so you in turn, can take appropriate action.

Maybe you’re an equipment distributor, and you need to remind the clients that are renting an equipment from you when their rental contracts are about to be up for renewal.

Or maybe you’re an office with your IT infrastructure being maintained by third-party managed services, and you need to be reminded ahead of time when you need to renew your contract with them, otherwise you’ll wake up one day with your network infrastructure deprived of all tech support.

In all of the aforementioned cases, wouldn’t you want to have a system that would automatically remind you when your contracts are about to expire and be put up for renewal? Well, you’re in luck! Because apocalypse or not, new normal or old normal, Docukit Contract Management is here to keep you from missing those contract renewal deadlines!

Simply scan your contract into our Contract Management system, fill in the relevant info, and viola – you will never, ever miss a contract renewal deadline ever again!

For more details, head on over to docukit.com or contact us at marketing@docukit.com and learn more about Contract Management, and all our other business solutions!

Why Digital Transformation Equals Survival During This Pandemic

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The world turned digital overnight

We have entered a new digital normal. Majority of companies these days are ramping up to adapt to the new normal as a result of the COVID-19 pandemic. Companies that strive to aim for digital transformation have advantages in the current crisis because their documents and data can be managed and controlled conveniently from the office and at home.All digital process can be managed from anywhere, anytime which makes businesses to be more flexible and responsive during this pandemic.

Majority of employees will remain working remotely as part of the new normal. The question is, how will you support them with the right tools to effectively operate from home? 

It’s never too late to start your digital transformation as a means for your business to survive this pandemic. An important first step is getting the right tools and implementing them correctly.

One of these tools is a Document Management System (DMS), which provides the core capabilities of digital archiving as a starting point to digital transformation.

How can we help you to adapt to digital transformation?

We offer FREE consultation for your business to ensure digital transformation during this pandemic. docukit has different types of deployments with regard to safekeeping and accessing of data remotely.


Talk to us today! Message us at 
marketing@docukit.com or visit us at www.docukit.com

DIGITAL TRANSFORMATION’S ROLE IN BUSINESS SURVIVAL

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In just a little over 3 months, strategic plans designed for revenue and profit which were carefully set-out by companies were derailed and shattered. Nobody was planning against a pandemic. As the situation continues to elevate the levels of uncertainty and unpredictability, companies are now shifting their efforts to a much more crucial objective – Business Survival.

Companies are now re-planning how to navigate through the pandemic and this includes changing the way they operate – with special focus on increasing efficiency while driving down expenses.

Digital Transformation plays a vital role in providing essential tools to support an organization’s survival plans.

Aside from teleconferencing tools for collaboration, digitization systems are necessary to enable accessibility of data and automation of processes. These specialized digitization technologies ensure that physical files are digitally kept and secured for remote access, use and monitoring even from home or anywhere.

Here are two key systems for you to explore:

A Document Management System (DMS) enables digital archiving of business-critical documents not just for safekeeping and accessing of data remotely but also for information sharing and use while following data retention and legal policies.

Moreover, digital transformation also includes automation of routine business processes. A Digital Workflow System allows you to convert your manual routine processes such as approving invoices and reviewing contracts. Running these processes on a digital platform enables work to be done in just a few clicks while still following protocols on distancing and stay-at-home orders.

The greatest benefit of digital transformation amidst this pandemic is enabling organizations to be more resilient and continue to be operational while futureproofing and equipping them while the end of the situation is still unknown.

Talk to us today. Message us at marketing@docukit.com for a free consultation.

Digital Workflow: Your Power Button to Business Continuity

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In times of force majeure like natural calamities or community health risks, many factors are affected including operations of organizations. Manpower must be stopped putting the operation at stake which is why some organizations are devising a Work From Home (WFH) solution for employees.

Being a prominent tool for WFH solution, telecommuting applications are coming out everywhere in leaps and bounds as if it’s the new name of the game. But it isn’t the only tool that you have to consider when implementing a WFH set-up. Aside from a communication plan, there are other areas that you must look into and find a solution. That’s why you must taste other slices of the pie.

Remote and easier access to data, multi-level approval process and electronic routing of digital documents keep the operation going amid unusual community circumstances. These can be done by using digital workflow.

What is Digital Workflow?

Digital workflow is a sequential combination of rules, guidelines and tasks to streamline operation. Simply put, it’s converting your manual processes to digital form so you can finish tasks, monitor process flow and pull out data instantly anytime, anywhere.

How does it work?

Below is an overarching idea of a digital workflow.

1) Digitize and Upload – Create a digital copy of the document using a copier or scanner. Secure your document in a Document Management System (DMS). Capture key information and classify documents automatically.

2) Collaborate and Approve – Collaborate with involved users to manage and control revisions. Route for review, approval and processing.

3) Store and Archive – Secure the document in a DMS and manage user access and controls. You can also see document history and audit logs.

4) Search and retrieve – Efficiently search and retrieve documents information using a laptop / desktop PCs. Generate relevant reports based on captured metadata.

In a nutshell, digital workflow helps operation to keep running with minimal human intervention / physical presence and tasks can be done and monitored anytime, anywhere.

Is your organization already equipped with WFH set-up? Feel free to reach us at marketing@docukit.com or by visiting https://www.docukit.com/

On-Premise Document Management for Remote Management

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Recent events have introduced different ways on how to streamline business operations on and off the office premises. There are digital technologies that organizations can utilize where employees can remotely work at home (or anywhere else) and automate operation with reduced human intervention. This makes organizations resilient while giving employees and employers alike some peace of mind in these trying times.

The pandemic vehemently hit the world which affects businesses in all scales and industries. That’s why the need for solutions for Work From Home or Work From Anywhere set-up is growing to address the need of business continuity or remote management. One of these solutions is the Document Management System or DMS.

Docukit Document Management System (DMS) provides the core capabilities of digital archiving. Moreover, types vary based on your needs to tailor fit any business: SME or enterprise. One of the deployment types of Docukit DMS is on-premise.

For some organizations who prefer that no data should go outside their physical office premises, an on-premise deployment is recommended. For this set-up, the business has full control over the entire system including the server and its components. Though installed in the physical office, the systems can be configured to be accessed remotely from the employee’s home or elsewhere.

Organizations usually go for this approach if they have sufficient IT facilities (server room, local network, etc.) and technical support capabilities (system and network administrators and IT personnel).

Investments on on-premise digital systems are treated as capital expense (CAPEX). The software licenses and server hardware are purchased once, with a certain support/warranty period. Typically, post-implementation support is renewed on a yearly basis with an annual fee.

Docukit offers 3 types of on-premise deployments:

Docukit Prime Appliance (basic software + small server bundle)

Docukit Ultima Appliance (advanced software + small server + scalable storage + back-up system bundle)

Docukit Enterprise (advanced DMS software, no server)

If the Docukit on-premise system is to be made accessible through internet, it would need direct internet connectivity, static IP address, domain registrations, security, support personnel (system admins) and electricity. Back-up systems are also a must!

Among these on-premise options, Docukit Prime and Docukit Ultima are the most practical, portable, and affordable ready-to-use DMS solutions which can also be implemented quickly.

Can’t decide which deployment type you need for your business? Feel free to reach us at marketing@docukit.com for a free consultation. Moreover, you may want to take the online survey through this link: https://www.docukit.com/ensuring-your-business-operational-resiliency/

ENSURING YOUR BUSINESS’ OPERATIONAL RESILIENCY

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THE PANDEMIC AND RESULTING BUSINESS CHALLENGES

Organizations are now obliged to operate under the “new normal” and as the world continues its battle with Covid-19, businesses are shifting their focus in addressing the challenge of  being able to continue operations and serve its customers while protecting its employees.

Experts have various opinions on how long this new normal would last, but one thing is certain – we are in this for the long run.

https://www.bloomberg.com/news/articles/2020-05-01/covid-19-pandemic-likely-to-last-two-years-report-says

https://www.straitstimes.com/singapore/expect-a-new-normal-even-if-current-measures-are-eased

https://www.bworldonline.com/new-normal-what-to-expect-in-a-post-covid-19-society

Today, business owners are faced with the following questions:

  • What can be done now to address the present challenges?
  • What should be done as a permanent solution if and when the next pandemic happens? and
  • How fast can we implement the above, and can we afford it?

ENABLING WORK FROM ANYWHERE

One key strategy in enabling an organization’s business continuity is the ability to allow its employees to work at any place – from anywhere, remote locations etc. using laptops, tablets and mobile devices along with web conferencing technologies allowing collaborations among employees, company officers and clients to provide continuous businesses and support.

However, one critical and important component is often overlooked – Business-critical information are usually found in physical documents which are kept in the office for safekeeping.

Likewise, the related transactions, such as contract evaluations, order and invoice processing, registrations, business report analysis, customer data, and the like are all done by passing these physical documents around for review, processing and approval.

Now, more than ever, businesses will need to take a serious look into a business direction which is usually set aside and taken with less priority – DIGITIZATION. Only after an organization digitizes their paper-based documents will they be able to fully operate efficiently and productively while employees WFA, without compromising the security and confidentiality of data thru management-set restrictions


THE DIGITAL OFFICE – THE FIRST STEP

Digitizing paper-based documents, and the succeeding process using digital entries is the initial step towards achieving WFA and business continuity. A digital office environment is more than just the internet, laptops and a web conferencing system. To enable full office digitization, the following digital systems need to be in place:

  1. Document Management System (DMS) – This software will be the central digital repository of information found in physical documents. A DMS allows the employees to store, search, manage and secure documents and the information these contain. An important DMS feature is the ability to capture data and information from uploaded documents. These captured information are then later used in digital transaction processing and reports.
  2. Business Process Management (BPM) Solution – Rather than processing transactions by routing physical documents, a BPM Software allows the organization to design the business workflow (example: approving an invoice) and go through with the transaction digitally and automatically.
  3. Digital Scanners and Multi-Function Devices (MFD) – Devices that converts paper-based documents into digital such as desktop scanners, digital copiers or multi-functional devices, tablets, e-forms etc.

IMPLEMENTATION STRATEGIES

The success of setting up a digital office environment relies on the implementation strategy based on how the business operates, the choice of vendors who will provide the right software and components, the resulting technical and service support, and the commitment of the management to the implementation of the whole system.

Here are the various deployment types of the above digital systems which businesses can explore:


For some businesses who prefer that no data should go outside of their physical office premises, an on-premise deployment is recommended. For this set-up, the business has full control over the entire system, including the server and its components. Though installed in the physical office, the systems can be configured to be accessed remotely from the employee’s home or elsewhere.

Businesses usually go for this approach if they have sufficient IT facilities (server room, local network, etc.) and technical support capabilities (system and network administrators and IT personnel).


On a business continuity perspective, this deployment type is the most ideal. The digital systems are hosted in a cloud environment, or virtual servers. There are no server hardware and software installed in the office premises (except for of course a scanner or multi-function device). The digital systems are accessed online, enabling you to work on your “digital office” wherever, and whenever there is internet connection.

This is the most cost efficient, by subscribing only the number of users your deemed necessary. There are no servers and software to deploy or maintain, and this has higher cyber security that other systems.


For some organizations, a combination of both cloud and on-premise deployments work best. This deployment type is especially useful in businesses which have a main office and several remote offices, including an employee’s home which may not be able to remain online at all times (eg. poor connectivity, inconsistent bandwidth, etc.). A hybrid deployment allows a remote office to work “offline” and when online, the remote systems can synchronize with the main office system.


WHAT ARE THE IMMEDIATE STEPS?

Given the present challenge and the available options above, the recommendations below will enable businesses to set-up a basic digital office system which can be enabled quickly, to address the current needs, and also as preparation for the business’ long term readiness. (Improvements can be done in stages to various level of sophistications according to the company’s demand and requirements):

  1. Identify which of your documents are “business-critical”.  Usually, businesses revolve around contracts, agreements, employee records and financial records (purchase orders and invoices). Plan and prepare with these documents in mind.  
  2. Invest in a DMS and select the best deployment type fit to your operations and budget. For a quick implementation, cloud is usually provisioned in less time – typically 3 days. Cloud solutions also ensure availability which includes backups and mirrored (replica) environments. If cloud is not an option right now, you may want to explore an on-premise solution which can be implemented just as quickly. A “software appliance” variant of these digital solutions will be the next best alternative. A software appliance is a basic server hardware which has all the necessary software pre-installed and pre-configured already and ready for use with a few implementation steps. It offers the same ready- to-use feature as the cloud solutions on an on-premise set-up. Budget requirement is also significantly less than typical on-premise deployments where software licenses, server hardware and implementation services are procured separately. If budget permits, going straight to an enterprise on-premise system ensures long-term use and benefits. Deployment and set-up time usually takes 2 weeks.
  3. Invest in a digital scanner, Multi-function devices (scanner / copier / printer) are the recommended option because these equipment are designed for high volume and are very durable. These devices also offer direct integration to a DMS.
  4. Decide on a “digital cut-off” date, which means starting this date, all incoming documents should be digitized at the point of receipt and uploaded to your DMS. Don’t worry about digitizing the back-files yet unless these documents are absolutely necessary for your business to operate. Otherwise, scanning back files can be done after the digital cut-off date.
  5. Select which data inside your documents are used in business transactions. Your DMS has to provide various options to capture these information from the documents, either manually or automatically.
  6. Decide if a BPM (Business Process Automation) solution is needed, usually this comes after most necessary documents has been digitized and the company is moving towards a partial or full automation. This will enable your employees to not only access information remotely, but also to process the data as part of operations while working from home. Examples are contract processing, invoice processing, employee on-boarding, etc. A BPM solution may be implemented later, depending on how critical the digital process is.

WHAT ARE THE LONG-TERM STEPS?

Once your business has implemented a basic digital office, it will be worth considering to take digitization a step further and aim to digitize all of the organization’s processes. An advanced implementation will take some time, typically 3 to 6 months, depending on the complexity of your processes which need to be digitized. This timeframe will be enough to prepare in case a next pandemic occurs.

  1. BPM solutions can be used to automate all processes. It is best to evaluate the most crucial business processes and develop a digital workflow for each.
  2. If the business already utilizes other software technologies such as Enterprise Resource Planning (ERP) software which handles the financial aspect and operational resources of an organization, integration between these digital technologies, including DMS and BPM should be considered.
  3. Consider forecasting for storage and transaction (or user) volume. This will ensure that the system will be ready for long term use.

COST OF IMPLEMENTATION

There are various engagement models which can be aligned with your organization’s budget, aligned with each deployment type. Below are some figures which are all based on Docukit’s own line of digital products. Please note that these are approximate pricing only.

1. Docukit On-Premise

Investments on on-premise digital systems are treated as capital expense (CAPEX). The software licenses and server hardware are purchased once, with a certain support/warranty period. Typically, post-implementation support is renewed on a yearly basis with an annual fee.

Docukit offers 3 types of on-premise deployments:

(a) Docukit Prime Appliance (basic software + small server bundle) starts at PHP 118,000.00

(b) Docukit Ultima Appliance (advanced software + small server + scalable storage + back-up system bundle) starts at PHP 261,300.00 and

(c) Docukit Enterprise (advanced DMS software, no server) starts at PHP 372,880.00.

If the Docukit on-premise system is to be made accessible thru internet, it would need direct internet connectivity, static IP address, domain registrations, security), support personnel (system admins) and electricity. Back-up systems are also a must!

Among these on-premise options, Docukit Prime and Docukit Ultima are the most practical, portable and affordable ready-to-use DMS solutions which can be implemented quickly.

2. Docukit Cloud

This implementation is usually an operational expense (OPEX) and no CAPEX is involved. Cloud solutions are subscription-based and are billed monthly or yearly. Included in the subscription fee is the use of the software along with technical support.

For purposes of indicative costing, a typical subscription starts at PHP 5,000.00 one-time set up fee,  and PHP 15,000.00 monthly fee for 15 users (minimum users required for private cloud). Private cloud implementation is where the entire system’s resources (software and virtual servers) are exclusive and dedicated to your organization only.

Also consider adding an average 50 Mbps fiber internet service subscription from a telco provider.

3. Custom BPM Applications – moving towards Business Process Automation

Investment cost for more advanced implementations vary depending on the scope and complexity of the project. This is usually billed based on a combination of software licenses, hardware and service manhours to be rendered by the implementor.

CONCLUSION

The business world has always been challenged to adapt to changes. Now, businesses are forced to change the way they operate. Various options are made available to help businesses adjust quickly, allowing them to implement fast, short-term and low investment solutions, while at the same time preparing for a full and long-term digitization implementation. Digitization used to be considered as a means to boost efficiency and productivity. Now, it has become a necessity.

Docukit provides all of the above digital solution options, including implementation and consultancy to help your business transform and adapt to the changes in today’s business environment.  

If you want to assess further your company’s ability to Work-From-Anywhere, the following questionnaire will guide you.

WORK FROM ANYWHERE (WFA) QUESTIONNAIRE

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On-Premise Document Management for Remote Management

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Recent events have introduced different ways on how to streamline business operations on and off the office premises. There are digital technologies that organizations can utilize where employees can remotely work at home (or anywhere else) and automate operation with reduced human intervention. This makes organizations resilient while giving employees and employers alike some peace of mind in these trying times.

The pandemic vehemently hit the world which affects businesses in all scales and industries. That’s why the need for solutions for Work From Home or Work From Anywhere set-up is growing to address the need of business continuity or remote management. One of these solutions is the Document Management System or DMS.

Docukit Document Management System (DMS) provides the core capabilities of digital archiving. Moreover, types vary based on your needs to tailor fit any business: SME or enterprise. One of the deployment types of Docukit DMS is on-premise.

For some organizations who prefer that no data should go outside their physical office premises, an on-premise deployment is recommended. For this set-up, the business has full control over the entire system including the server and its components. Though installed in the physical office, the systems can be configured to be accessed remotely from the employee’s home or elsewhere.

Organizations usually go for this approach if they have sufficient IT facilities (server room, local network, etc.) and technical support capabilities (system and network administrators and IT personnel).

Investments on on-premise digital systems are treated as capital expense (CAPEX). The software licenses and server hardware are purchased once, with a certain support/warranty period. Typically, post-implementation support is renewed on a yearly basis with an annual fee.

Docukit offers 3 types of on-premise deployments:

Docukit Prime Appliance (basic software + small server bundle)


Docukit Ultima Appliance (advanced software + small server + scalable storage + back-up system bundle)


Docukit Enterprise (advanced DMS software, no server)

If the Docukit on-premise system is to be made accessible through internet, it would need direct internet connectivity, static IP address, domain registrations, security, support personnel (system admins) and electricity. Back-up systems are also a must!

Among these on-premise options, Docukit Prime and Docukit Ultima are the most practical, portable, and affordable ready-to-use DMS solutions which can also be implemented quickly.

Can’t decide which deployment type you need for your business? Feel free to reach us at marketing@docukit.com for a free consultation. Moreover, you may want to take the online survey through this link: https://www.docukit.com/ensuring-your-business-operational-resiliency/

Digitization and Automation Tools Towards Business Continuity

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Now, more than ever, companies all over the world are taking a serious look at improving their Business Continuity Plans. The ability to work from home, or anywhere at anytime complemented by digital and automated processes are becoming the new norm and key strategies in ensuring an organization’s resiliency in the event of the next pandemic, calamity or any other disruption.”

As previously discussed in our article “Work from Home: Make sure to Digitize and Automate your Business”, we mentioned that digitization is one of the things to consider. Digitizing physical documents and automating processes can streamline business operations to deliver faster and more efficient transactions.

Through digitization and automation, you can lessen human intervention and let the business tools do the work, even when you’re at home or on a business trip. It keeps your business running whether in a normal situation or in an emergency.

Below are the tools that you may consider in digitizing and automating your business.

Document Management System (DMS). DMS is more than just a storage facility. It makes your document management more meaningful than ever. Creating a digitized copy of your physical files is the first method. After which, uploading it in a DMS lets you store, manage, easily search and secure your precious documents. It can automatically capture the content from your digitized documents as mentioned below. Therefore, accessibility and management will be faster and legitimate sharing of data will be automated. DMS comes in different types to fit each organization’s scale: basic appliance/software, enterprise-grade and cloud.

Data Capture and Intelligent Document Classifier. In just a few clicks, these tools will help you automatically classify digitized documents and capture its data so you can use it with other business tools. It lessens manual encoding and classifying of digitized documents saving loads of time for your team.

Data Protection Application. Organizations are somehow bounded by the data protection law to ensure consumer security when it comes to personal information. Data Protection Application helps your Data Protection Officer or DPO identify all personal data flows within your organization, including all data collected from customers and employees through various channels. It is the DPO’s tool in managing the personal data life cycle from collection, retention, and until the deletion of those data.

Business Workflow. Business Workflow digitizes approval processes that give the organization the capability to automate various routine processes for efficiency and productivity. In a few clicks, you’ll be able to route your digital documents for approval which eliminates manual approval pain points.

Customization and Integration. Connecting different business tools can make the transfer and use of data seamless and faster. One of the tools is the Application Programming Interface or API that lets your multiple systems “speak” with one another and share their data with each other.

Message us for a Digital Transformation consultation. You may reach us at marketing@docukit.com.

WORK FROM HOME: Things You Need to Prepare

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As we mentioned from the previous article “Work From Home? Make Sure to Digitize and Automate your Business”, implementing a Work From Home (WFH) set-up is not a new thing nowadays. Some organizations include WFH as part of employee benefits or privileges while for others, it’s part of the contingency plan when a disaster or community health risk get in the way.

WFH can be a permanent set-up for some employees whose nature of work can be done outside the workplace. Moreover, some organizations allow WFH depends on the employee role and work style. Hence, making a work from home set-up a viable and appealing option even during normal circumstances. On the other hand, work from home can be limited to employees whose tasks are towards client relationship management and operations.

Furthermore, WFH is a way of business continuity in times of natural calamity or community health risk to ensure the safety of the members of the organization. With the inevitable community situation lurking around, WFH set-up is highly utilized by most organizations to ensure business continuity. In this case, employees and the management must both agree with WFH set-up.

Implementing it, however, might take careful steps to make it seamless. How can you do it? Let’s find out.

Not all employees may fit the work from home approach. Therefore, selecting employees for this set-up is vital to ensure that the job will be done as good as when they work on their office desk. Employees that require physical presence may not be suitable for this set-up unless they can get the job done otherwise.

As previously discussed, the organization must provide adequate equipment or devices needed by their employees. Means of communication and internet connections must also be ensured for proper and consistent work collaboration among team members.

Make sure to come up with a sophisticated digitization plan that involves digitizing physical files and giving remote access to business applications to work on the needed digitized files and extracted data from physical documents. This is also beneficial in the long-run to make the organization future-proof and digital-ready.

Establishing the expectation for WFH employees must be accentuated and made sure that everyone is properly aligned. Tasks to accomplish and timelines must also be stipulated with a fair share of ideas from the management and employees. This will ensure both business continuity and a harmonious relationship within the organization.

Is your organization already equipped with WFH set-up? Feel free to reach us at marketing@docukit.com or by visiting https://www.docukit.com/contact-asia/ for consultation.