Content and document management is essential for success in the Manufacturing, Production, and Utilities Industries because it streamlines and optimizes the flow of critical information, enhances collaboration, and ensures regulatory compliance.
These industries are characterized by complex processes, stringent regulations, and extensive supply chains, making efficient document management vital for effective decision-making and coordination.
By centralizing and digitizing documents, these industries can quickly access relevant data, track revisions, and maintain version control, leading to reduced lead times, minimization of errors, and increased productivity. Moreover, document management systems facilitate real-time communication and collaboration, promoting knowledge sharing and eliminating bottlenecks.
As these industries face strict regulatory requirements and mandatory audits, accurate record-keeping is crucial. Robust document management systems enable companies to easily maintain and retrieve necessary documentation, ensuring compliance and avoiding costly fines and penalties.
Here are some of the challenges that affect these industries, and how FormKiQ can solve these challenges:
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Volume and Complexity of Documents:
These industries generate a vast array of documents, including blueprints, standard operating procedures, work instructions, maintenance logs, and compliance records. Managing the sheer volume of information and its complexity can be overwhelming and time-consuming.
FormKiQ is built to manage any number of documents, backed by the most reliable and cost-effective cloud storage available, Amazon S3. In addition to that storage, FormKiQ provides various features to organize and classify documents, including optical character recognition (OCR) and intelligent document processing (IDP), and enables easy document search and recall using a combination of full-text and tag-based search functionality.
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Regulatory Compliance:
Strict regulatory requirements and frequent audits necessitate accurate record-keeping and quick retrieval of information. Ensuring the correct documentation is in place and up-to-date can be challenging, given the dynamic nature of these industries.
FormKiQ is designed to meet the rigors of the Amazon Web Services Well-Architected Framework, with one of its major pillars being security. By relying on battle-tested AWS technologies that meet compliance through rigourous cerfications and controls such as FedRamp and NIST 800-53, and by enabling encryption in-transit and at-rest, FormKiQ reduces the risk of security issues, unauthorized access, and data breaches.
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Access Control and Data Security:
Protecting sensitive and proprietary information is crucial in these industries. Implementing appropriate access control measures and ensuring data security can be challenging, particularly when collaborating with external partners or across multiple locations.
FormKiQ not only provides encryption in-transit and at-rest, it also enables granular access controls through user management, multi-site partitions, and both role- and attribute-based access control options. FormKiQ is built using the principles of least privilege and security by design.
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Legacy Systems and Integration:
Many organizations in these industries use a variety of software tools and systems, such as enterprise resource planning (ERP), computer-aided design (CAD), and manufacturing execution systems (MES). Integrating a document management system with these existing tools can be complex and require significant resources.
FormKiQ is designed for integration and interoperability, with its API-First design and by providing source code for its Core and, with some restrictions, its Enterprise offerings. FormKiQ's actions and workflows allow for robust control of documents and data as they move in and through FormKiQ and interact with other systems. FormKiQ also provides custom authentication with SAML and other SSO options, and can enable standardization of access controls, whether role-based or attribute-based.
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Collaboration, Communication, and Version Control:
These industries often involve cross-functional teams and geographically dispersed locations. Facilitating seamless collaboration and real-time communication while maintaining document integrity can be challenging. As well, rapidly evolving processes and technologies require frequent updates to documentation. Ensuring that all stakeholders are working with the most up-to-date versions of documents and tracking changes effectively can be a daunting task.
FormKiQ provides integration betweens systems and disparate file storage solutions, enabling FormKiQ to maintain storage and management of the Document of Record, or provide connectivity with an alternative primary document repository. FormKiQ also enables access to Office365, Google Drive, and other productivity and online storage tools.
For version control, FormKiQ includes version history powered by Amazon S3 Versions, and also enables document control procedures, such as requiring a document controller, providing legal hold functionality, and allowing for document expiry.
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Scalability:
As organizations grow and technology advances, document management systems must be able to scale and evolve to meet increasing demands and adapt to new trends, making it a challenge to maintain long-term effectiveness.
FormKiQ is built with scalability as a primary goal, using Amazon Web Services and its serverless and managed services to ensure the best results in scaling for both increases and decreases in usage. This scalable design not only allows the application to keep pace with higher usage, it also allows for non-prod and test environments to run with minimal required resources and creates efficiency in times of reduced usage, such as seasonal lulls.
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Training and User Adoption:
Ensuring that all staff members are adequately trained to use document management systems effectively and consistently can be a challenge, particularly in industries characterized by high employee turnover or diverse skill sets.
FormKiQ not only provides documentation and support, but we can work with your existing project documentation and support processes to ensure a consistent training and support model between your software and FormKiQ's document management functionality.
As well, FormKiQ provides a user interface as part of its web console, designed according to usability principles and in step with other thoughtful file and document management products. This interface can be customized or even cannibalized as desired, with options to copy code, fork the repository, or deployed as-is and tailored with specific configuration options.
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Disaster Recovery and Business Continuity:
Ensuring that document management systems have effective disaster recovery and business continuity plans in place is crucial to minimize downtime and protect vital information in the event of system failures, natural disasters, or cyber-attacks.
FormKiQ uses infrastructure and products from Amazon Web Services, which are known for their reliability and high availability. As well, we provide professional services to help organizations determine the appropriate disaster recovery and business continuity preparation to put in place.
For more information on disaster recovery and business continuity using Amazon Web Services, you can review the Disaster Recovery section of the AWS Well-Architected Framework Whitepaper, or contact us for a consultation.
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Cost and Resource Constraints:
Implementing, maintaining, and upgrading document management systems can be expensive, and organizations must carefully weigh the costs against the benefits to determine the most efficient and effective solutions for their specific needs.
FormKiQ uses the most cost-effective cloud storage, Amazon S3, which offers intelligent tiering functionality; this handles the largest expense most document management incurs, which is the storage costs of a large volume of documents. All other components of FormKiQ make use of services and architectures that incur cost for actual usage only, ensuring that there is no wasted capacity.
In addition, FormKiQ includes the support of cloud and software engineering experts, with additional professional services available from our team as required, ensuring that a lack of in-house expertise will not prevent your organization from building the perfect document management system for its needs.
FormKiQ was specifically created to empower organizations to increase their document management capabilities in a flexible and customizable way that matches the growth and specific focus of each organization.
Contact us to discuss how FormKiQ can reduce document management, process, and workflow agony for your organization.