Digital Contract Management

Q: Can the document scanning solution be tailored to my business needs?

Absolutely, we provide tailored solutions based on an organisation’s specific needs. Whether your priority is space-saving, ease-of-use, or network accessibility, a bespoke system can be put together to meet these preferences.

Q: How often should our company conduct document scanning?

There’s no set rule on how frequently a company should conduct document scanning. It often depends on the volume of documents and the speed at which they accumulate. A solution is to establish a system that works best for your team, whether that’s scanning documents daily, weekly, or even monthly.

Q: How can document scanning enhance information management?

Document scanning facilitates easy and efficient content management. It makes managing, retrieving and sharing information an easy task. Users can enter search terms to find specific content and documents quickly, making work more efficient. This process is a central part of digital transformation, making information easily accessible in a world where convenience is key.

Q: Is the content safe while being scanned and stored digitally?

Yes, documents are typically stored on a secure network with controlled access. This provides a safer storage solution than physical files, which may be susceptible to loss or damage. Maintaining the security of content is a priority for us providing document scanning services.

Q: What if I have too many documents to scan?

If you have a large number of documents to scan, it’s best to utilised Crown’s bulk scanning service. We have high-speed scanners and the capacity to manage large-scale projects. We also offer solutions for continuous scanning needs, so you can get your documents digitised as they come in.

Q: Do I still need my paper documents after scanning?

Once the documents are scanned and securely stored digitally, you may not need to keep the physical copies. However, it’s worth checking whether there are any legal requirements for your business to retain original paper documents. For many organisations, digitisation significantly reduces the need for physical document storage space.

EFFICIENT CONTRACT MANAGEMENT

Digital contract files let you keep track of contract terms and deadlines, so you never miss key information or dates. Relevant information and documents are easily accessible in a central repository.

Workflows automate and unite processes in a single system, improving interdepartmental collaboration and optimising productivity. Our software solution is based on best practice methods for contract-related processes and can be customised to suit your own requirements in just a few simple steps.

Benefits of Contract Management

Efficient process: Automating processes improves productivity and reduces costs.
Powerful search: Smart search tools ensure that all the information you need is at your fingertips.
Integrated third party systems: Seamlessly integrate with third-party applications and enable information exchange between systems.
Lower overheads: Do away with paper-based filing systems, which are expensive and labour intensive.
Risk and compliance management

Contract maintenance and governance

Digital contract management offers an efficient and secure way to maintain and govern all your contractual documents. Relevant information and documents are easily accessible in a central repository, where you can monitor deadlines and timelines.

Configure the contract duration with notifications and alerts
Renew or terminate contracts manually or automatically
Monitor contracts on a dashboard
View deadlines as a timeline

Free your organization from Traditional CONTRACT MANAGEMENT solutions

Many businesses still divide the contract management process into legal departments, procurement teams, financial teams, legal teams, and sales teams.

Some groups save the contract information on SharePoint. Others have systems that they developed themselves. Excel spreadsheets and traditional filing cabinets are still used by some.

These stand-alone contract repositories typically have considerable system-specific variations and are exclusively available to specific people and groups.

This fragmentation causes contracts to be dispersed throughout the organisation, with fragmented workflows, inconsistent terminology, and inadequate contract performance analysis.

On occasions, people have trouble simply locating their own contracts, much less contracts from another department. This manual contracting method of tracking commitments and deadlines is prone to human mistake.

Speed up contract generation and management

Digital contract management offers a secure way to manage all your contractual documents. Relevant information can be accessed from a single place. Contract workflows automate processes in a single system, improving interdepartmental collaboration and optimizing productivity.

Automatically create contract documents

Permission based user roles

Automate approval processes

The adoption of digital signatures is on the rise as it offers a wide range of benefits:

Reduced costs and time – The most obvious benefit is the elimination of time spent by your staff on creating, printing, and signing documents. Regardless of industry, a contract management process that requires documents to be printed, manually signed, and physically filed consumes time and labour unnecessarily.
Signatures on the go – Signatures used to have to be coordinated – requiring both parties to match schedules, arrange a meet-up, and come to a quick agreement or risk having to redo the entire process. E-signatures aren’t just convenient, they’re vital to enable businesses across industries to deliver a solution to the signer’s desk – no matter where they might be.
Heightened security – Digital Signatures work based on Public Key Infrastructure (PKI), ensuring that digital signatures offer ironclad security and authenticity standards to documents. Digital signatures authenticate the user’s identity, preventing the document from being altered or tampered with. Encrypted keys in digital signatures further link the signer with this document, offering another level of both authentication and security.

FREQUENTLY ASKED QUESTIONS

What is document scanning?

Document scanning is a crucial part of content management. It involves using a scanner to convert paper documents into digital files. These are then organised and stored in a digital file system, which is often streamlined and made accessible for easy user navigation. This is a key stage in the digital transformation of an organisation’s document storage.

Can the document scanning solution be tailored to my business needs?

How often should our company conduct document scanning?

How can document scanning enhance information management?

Is the content safe while being scanned and stored digitally?

What if I have too many documents to scan?

Do I still need my paper documents after scanning?

Local Experience. Global Recognition.

We are receiving excellent, smooth, consistent support and quality service from your team especially since April’22. The approach is extremely professional, and your team has met all our demands in terms of time management, data support quality, and so on. Sincere thanks to your team for making this happen.

Tata Consultancy
On behalf of the LTFS management team, we would like to appreciate you for the amazing work that you did. Your professionalism reflects in the countless hours that you put into the work to ensure it gets completed smoothly and on time. Your dedication and diligence are invaluable.

LnT Financial Services
The key benefit is that all documents are available one click. We can log in and get any document we want. We can also search documents in several ways and it's very easy to find them. There is also a workflow in place around invoice processing and it is so much easier to manage.

Carlsberg Group
Our HR department at Perfetti Van Melle India greatly benefited from Crown's content management solution. With an enormous amount of physical documents to securely store, we were able to completely remove internal cabinets and seamlessly access data in a quicker way. This made hiring more efficient and allowed our company to grow faster. Crown's solution was also GDPR compliant, ensuring our data was handled securely.

Perfetti

Certified for Excellence. Accredited for Quality.

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