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ClearVision DMS
by ClearVision Technologies
by ClearVision Technologies
Profile Information Last updated on: 8 August 2024
Profile Information Last updated on: 8 August 2024
We help make selecting a software for your business effortless, economical and efficient.
by ClearVision Technologies
by ClearVision Technologies
Profile Information Last updated on: 8 August 2024
Profile Information Last updated on: 8 August 2024
Needs Assessment: Conduct a thorough analysis of the organization’s requirements, including document types, volume, security needs, and integration with existing systems.
System Configuration: Configure the document management software to align with the organization’s specific needs. This includes defining metadata, folder structures, access controls, workflows, and security parameters.
Data Migration: Migrate existing documents and data from legacy systems or physical storage to the new document management software. This process requires careful planning to ensure data integrity and minimal disruption to daily operations.
User Training: Provide comprehensive training sessions to educate employees on how to effectively use the document management software, including document creation, retrieval, version control, and collaboration features.
Flexible Indexing: The system allows for flexible indexing, enabling users to capture document data in a way that makes sense for their current business processes.
Customizable Cabinets and Forms: Users can create customized cabinets, forms, and indexes to organize and manage documents according to their specific requirements.
Maintenance Costs: Maintenance and support costs are typically part of the service agreement. The annual maintenance or subscription fee usually covers software updates, bug fixes, service packs, and technical support.
Web-Based Training: Online training sessions are available to accommodate different schedules and minimize disruption to work. These sessions are typically conducted in 2-hour blocks over 3-4 sessions spread across a couple of weeks.
Onsite Training: Hands-on training in the business environment, focusing on both technical and procedural aspects of the quality and document control system software. This method allows users to learn in a setting that closely resembles their actual work environment.
Encryption: Data is encrypted at rest and in transit to ensure secure document storage and transfer.
Access Control: Role-based access controls and the principle of least privilege are enforced to ensure that users have the minimum necessary access.
Update Frequency:
ClearVision DMS releases updates regularly to enhance functionality, improve security, and address any issues that may arise. While the exact frequency of updates is not explicitly mentioned on the website, it is common for document management systems to receive updates several times a year, depending on the needs and feedback from users.
Update Management:
Notification: Users are typically notified of available updates through the software interface or via email. This ensures that all users are aware of the new features, improvements, or security patches that are being introduced.
Download and Installation: Users can download the update installer via their web browser. The installer is saved to the local file system, and users are prompted to close the DMS before starting the installation process.
Installation Process: The update installer guides users through the installation process with prompts. This process usually takes a few minutes and involves following on-screen instructions to complete the update.
Validation and Testing: Before deployment, updates are thoroughly tested and validated to ensure they do not disrupt existing functionalities or introduce new issues. This step is crucial for maintaining the reliability and stability of the system.
Data Ownership: Users own the data they upload and manage through ClearVision DMS. The platform's policies ensure that users have control over their data, including how it is collected, stored, accessed, and used.
Scalability: The platform is designed to handle increasing numbers of users, data volume, and complexity with ease. ClearVision DMS can be scaled up or down to accommodate changing business needs, ensuring long-term success and growth.
Contract Renewal:
Review and Renegotiation: It is advisable to review contracts and negotiate more favorable terms before the renewal date to ensure the best available deal.
Contract Cancellation:
FDA 21 CFR Part 11: Compliance with electronic records and electronic signatures regulations.
ISO: Compliance with various ISO standards for quality management and information security.
GMP: Good Manufacturing Practice compliance for quality assurance.
OSHA: Occupational Safety and Health Administration compliance for workplace safety.
By ClearVision Technologies