Document Management

Why is it worth using an order and policy document management system?

• Clear company policy register in one place
• Access to valid documents from anywhere at any time
• Policy versioning, traceability and permanence
• Time and paper savings
• Automated policy approval and employee familiarization process with documents
• Signing policies with a qualified electronic signature meeting eiDAS requirements
• Ability to create automatic reminders
• Ability to divide employees into non-organizational structure groups in the system
• Automatic assignment of policies and orders according to established employee groups
• Automated compliance with GDPR requirements
• No performance issues, regardless of the amount of data in the system
• System accessibility from mobile phone

Order and Policy History and Updates

This VECTICUM solution ensures information permanence, stores all policy versions in one place, allows easy finding of desired information, and data analysis when needed.

Digital Approval

If you are tired of approving documents by hand, you can easily replace the traditional signing method with an electronic one. According to the European Union’s electronic signature directive, an electronic signature is understood in a broad sense and an electronic signature is considered to be, for example, a name or surname written in an electronic document. The VECTICUM system functionality provides you with the ability to implement an electronic approval function. This function replaces paper signatures within the company.

Employee familiarization with company policies

VECTICUM functionality allows the company to have a digitized process that effectively ensures mandatory employee familiarization with company policies and other regulatory documents. This will not only save you time administering the familiarization process and allow you to analyze the current situation, but will also ensure transparency and traceability of actions. The system will automatically notify specific employee groups about document changes that must familiarize themselves with new changes and confirm their familiarization electronically. This prevents conflicts if an employee later claims they never knew about a particular policy or instruction.

Qualified electronic signature

The VECTICUM system, in cooperation with “Dokobit,” provides the ability to sign a Policy or Order with a secure qualified electronic signature that meets the requirements set by “eiDAS.” An electronic signature is not a drawn imitation of a signature on a document. The legal validity of a qualified electronic signature is the same as a handwritten signature, all e-signatures are created using secure electronic identity means and meet the strictest requirements according to the EU “eIDAS” regulation. The requirements for a qualified electronic signature are the same in all EU countries. Compliance with the requirements for a qualified electronic signature is supervised and guaranteed by the state.

Employee groups

For each policy or order that individual employees must comply with, you can assign different employee positions, and in the system you can group all company positions into the groups you need, regardless of the position’s location in the organizational structure. This way, the employee will always automatically receive and see all policies, orders or other regulatory documents that are assigned according to their work performed in the company. VECTICUM informs employees about policy and order changes not only in the system itself, but can also automatically send notifications to employees’ email or phone.