Records management Ordinics
Ordinics Records Management is a modular solution for receiving and dispatching mail, central records, management and processing of documents — including trusted document archival. It centrally stores documents of defined types (typically invoices, contracts, policies and directives) and can orchestrate their processing through workflows.
The system complies with legislative requirements on electronic records management, including the Czech ESSS national standard and eIDAS. The whole solution stores documents on SharePoint.
It is fully compliant with Czech Act 499/2004 Coll. on archiving and records management and Decree 259/2012 Coll. It offers full integration with third-party systems (CRM, ERP) through a documented API delivered as a set of web services.
Key features of Ordinics Records Management
Central document access
The system records incoming and outgoing mail and visualizes document processing status from one place.
Regulatory compliance
Czech Act 499/2004 Coll., Decree 259/2012 Coll., ESSS national standard and eIDAS.
Electronic mailroom
Complete handling of incoming and outgoing mail, including data boxes.
Processing workflow
Configurable workflows that orchestrate document processing for defined document types.
Trusted archival
Long-term storage on SharePoint with optional qualified time stamps.
API integration
A documented API as a set of web services for integration with CRM, ERP and other systems.
How an electronic document workflow helped Pipelife streamline key processes
Pipelife Czech traces its history back to 1994. After the 2009 merger with Instaplast Praha, the company gained a new manufacturing plant in Zápy, which complicated the flow of paper documents that now had to be shipped between the two sites by mail.
Available functionality
Regulatory compliance
Fully compliant with Czech Act 499/2004 Coll. on archiving and records management and Decree 259/2012 Coll. on the details of carrying out records management, including the obligation to keep records electronically and to follow the National Standard for Electronic Records Management Systems (NSESSS).
Electronic mailroom
Fully handles incoming and outgoing mail — paper, ISDS data messages and emails. The system can be configured for automated processing of received electronic mail (for example automated invoice processing from a specific sender). Multiple mailrooms are supported.
Workflow and process support
Integrates with various workflow tools. Supports digitization, OCR and metadata extraction during document intake.
Integration options
Integrates with existing organization systems, typically CRM or ERP.
Tools
Tools for document import and export.
Data
Data import and export.
Preview
Preview of PDF file contents.
Logging
Audit logging of important actions performed by users in the system.
Want to learn more?
Get in touch — we'll discuss how this solution fits your business.