IWANA - DOCUMENT MANAGEMENT
A software system that supports an entity’s document management by handling and processing physical documents, transforming them into electronic formats.
IWANA is a multi-user tool designed and developed using a client-server architecture to establish roles and delegate responsibilities to different users.
IWANA provides users with an intuitive tool for electronically managing document workflows within an entity, covering processes such as: Incoming correspondence, Outgoing correspondence, Internal correspondence, Conversion of physical documents to digital format. User-friendly interfaces, Digital storage, This enables the entity to move towards a paperless office environment.
Modules
INCOMING COMMUNICATIONS
Supports processes related to a centralized document reception system, including mail reception, document filing, classification, review, and digitization.
OUTGOING COMMUNICATIONS
Manages the flow of documents generated within an entity and directed to external organizations or individuals.
INTERNAL CORRESPONDENCE
apoya los procesos de envío y recepción de la correspondencia generada dentro de su entidad, haciendo que el flujo documental sea instantáneo notificando a los usuarios en forma oportuna.
CONVERSION OF PHYSICAL DOCUMENTS TO DIGITAL FORMAT
IWANA, proporciona una herramienta fundamental a la hora de convertir documentos físicos a digital haciendo uso de los formatos más comunes como Pdf y Multi Tiff.
DIGITAL STORAGE
Proporciona la facilidad de almacenar sus documentos en forma digital, organizando un archivo de forma lógica como este determinado en forma física en su organización.
IWANA, almacena la documentación generada en su entidad en un servidor dedicado, al cual acedarán los usuarios con los privilegios necesarios previniendo así posibles ataques y violación de la seguridad.
User-friendly interfaces
Incorpora una interface amigable, con el fin de hacer mucho más cómoda la instancia de los usuarios en las sesiones de trabajo iniciadas.
Regulatory context of document management
Ley 594 de 2000: ley general de archivos.
Decreto 1080 de mayo 26 de 2015: por el medio del cual se expide el decreto único reglamentario del sector cultura. Título II patrimonio archivístico, Capítulo I El Sistema Nacional De Archivo y Capitulo V Gestión de Documentos.
Acuerdo A GN 060 de 2001: “Por el cual se establecen las pautas para la centralización de las comunicaciones oficiales en las entidades públicas y las privadas que cumplen funciones públicas”.
Acuerdo A GN 002 de 2004: Por el cual se establecen lineamientos básicos para la organización de fondos acumulados.
Acuerdo A GN 04 de 2013: “Por el cual se reglamentan parcialmente los decretos 5278 2609 de 2012 y se modifica el procedimiento para la elaboración, presentación, evaluación, aprobación r implementación de las Tablas de Retención Documental y las Tablas de Valoración Documental”.
Resolución 839 de 2017: modifica parcialmente la resolución 1995 de 1999 (Por la cual se establecen normas para el manejo de la Historia Clínica)
Characteristics of IWANA
Scope
An integrated system solution is proposed for the administration and support of document management.
Specific Characteristics
Provides a process definition tool that does not require development or imply additional costs for each process to be defined.
The system relies on e-mail to send notifications, alerts and system escalations.
Provides automatic assignment of each step to the responsible persons according to the predefined process route.
It has interfaces to associate physical documents, digitalized documents, office documents (doc, xls, pdf), or any standard document to any stage of a process.
It allows recording the duration of the activities of each employee involved in the process in order to determine and generate time statistics by activities.
It allows defining management times in the life cycle of the processes, which will trigger Alarms and Escalations to the assignee and immediate and superior managers, when the execution times are exceeded.
It has an Inbox (pending) and Outbox (processed).
Provides multiple simultaneous viewing windows.
Displays the documents found in the results list.
It has document searches with the date or date range in which it was stored.
Generate labels and/or other types of aids to describe and identify the document during the route it follows.
Register the documents that are received, sent or transferred in each of the departments with the additional data that originate there. Allow the persons authorized to do so to update or modify the information recorded in the system when it can be modified by the competent officials in the units.
Record the data corresponding to the processing of the document up to the moment when its management is finalized and a response is given if the case requires it.
To keep track of the route followed by a process during its execution, indicating the agencies and persons who have evaluated it.
The software offered allows the entity to automatically execute the filing of communications, assigning consecutive ascending numbers with a record of the date and time of receipt and/or sending, and the capture of the digitalized image of the document, as well as the attachment of files in electronic format.
The module allows backups of database and file server records.
Customization
Areas
The areas module allows the organic configuration of your entity, establishing its dependencies, offices and positions.
Configuration
Allows the administration of your entity's data, dependencies, positions, ways of sending correspondence and physical means by which correspondence arrives or departs.
Management file routes:
Allows the management of the FTP server where the files corresponding to the processes of the received, sent and internal communications will be stored.Temporary file paths:
Allows the management of the FTP server where the temporary files generated by IWANA will be stored.Routes for digitization of physical archives:
Allows the management of the FTP server where the digitized files of the physical archive of your organization will be stored.Other configurations:
It allows a global parameterization for the correct operation of IWANA. The following parameters are included in this module:Entity data.
Entity logo.
Types of radicates, such as:
YYYYMMDD-###### COD DEPEN
YYYYMMDD-##### COD DEPEN-#####
One-stop email.
Responsible for the PQRSF request.
Loading of the official communications template.
Filing with document retention tables or document types.
Sign printing in:
Ticket printer
Physical document
Codification by quality of the received correspondence form.
Codification by quality of the internal correspondence form.
Greetings
Allows the management of the greeting when an official communications template is to be used to process incoming correspondence.
Farewells
Allows the management of the farewell when an official communication template is to be used to process incoming correspondence.
Status
Allows the management of the status to which the communication is addressed when an official communications template is to be used to process incoming correspondence.
Statistics and reports
Reports can be obtained to establish the level of performance in the different processes, such as:
Number of documents filed, digitalized and processed in the unit.
Current unprocessed filings.
Analysis to detect possible delays during processing and establish levels of control and contingencies if necessary.
IWANA Components - Proposal
Receipt and Distribution of Correspondence Received
Through this module, all the documents of the entity are received. These are processed and sent to their initial destination (the head of each department). In this process the basic information of the document is entered, to which a digital file (scanned image) will be assigned.
Receipt and Distribution of Sent Correspondence
The outbound filing is a module that can be used to respond to an incoming document or to generate a new communication. These outgoing documents can be notifications, statements of charges and others produced by the entity. Another feature of this module is the massive generation of outgoing documents, using documents prepared in .pdf or .doc formats and an associated .csv file, generating the respective files from any department and making use of the entity's unified filing system. Additionally, the system can be parameterized to perform any type of filing that allows the identification of a general group of documents such as memos, resolutions, circulars, etc., which must be numbered for the respective control in the entity.
Receipt and Distribution of Internal Correspondence
Through this module, all the internal documents of the entity are registered. These are processed and sent to their initial destination (the head of each department). In this process the basic information of the document is entered, to which a digital file (scanned image) will be assigned.
Digitization of physical archives
This module allows users to create the different types of documents established in the document retention tables of their entity. It allows users to control and manage documents through options such as forwarding, replying, archiving or attaching to a specific file. It also facilitates the creation and filing of letters, memos, predefined circulars and other types of filed documents, attaching files or document templates in formats (Doc, Xls).
The tray is an intuitive tool similar to a mail client (Outlook). It allows managing predefined or customized folders, sorting or filtering documents and creating related files. Users can access the scanned image of a document or enter an overview module.
Retention Tables and Valuation Tables
Controls and manages the processes related to the files of each series established in each department of the entity. It allows the creation and feeding of files with the incoming and outgoing document flow of the corresponding unit.
This tool allows the loading, adjustment and administration of the Documentary Retention Tables, approved by the AGN for each entity, with a dynamic and process approach.
PQRSF Module
The PQRSF (Petitions, Complaints, Claims, Suggestions and Compliments) module is a management tool that allows organizations to manage communications in an organized and efficient manner.
Archive office
The quality module allows adherence to the institution's manuals, instructions, procedures and guides, providing access to the documents adopted for employees.
PQRSF Online
The PEQRSF (Petitions, Complaints, Claims, Suggestions and Compliments) management module allows entities to efficiently manage this type of user communications. Some of the key features include:
Reception and registration: It allows to receive and register requests, complaints, claims, suggestions and compliments in a centralized manner.
Assignment and follow-up: Requests can be assigned to the appropriate managers for resolution, and the system facilitates tracking of progress.
Quality
The quality management module in IWANN enables entities to manage and improve their processes to achieve high quality standards. Key features include:
Centralization of Official Documents: IWANA provides a centralized system where all official quality-related documents such as policies, procedures, manuals and guidelines are stored and managed.
Access Control: The system provides access control to official documents to ensure that only authorized users can access, edit or manage these documents.
Data analysis: The system provides detailed reports and data analysis on process quality, helping entities make informed decisions to improve their operations.
Administration and security
Manages users, profiles and levels of access to the system, registering the actions performed by each user.
User: Configure and manage the users that will use Iwana.
Profiles: Configure and manage the access permissions that different users will have.
GENERAL: Manage the basic information of your entity such as employees, senders, resumes.
Officers: Manages the information related to the employees and the position they hold within the entity, establishing contact data, position, dependency and access to digitalized files.
Iwana allows establishing access permissions to the digitized physical file by department, series and subseries, in order to provide a higher level of security, control and access to the digitized documents.
Our goal is to satisfy all of our customers' needs.
As a software development company, we have understood the importance of implementing technologies for the different needs of our customers.
Our products
Transform your business with cutting-edge technology!
Contact us today and find out how we can help you reach the next level.
SIHOS ERP
The ERP Information System is a robust software that integrates the various financial and administrative areas of a company, enabling resource planning, monitoring, and control, from budgeting to actual accounting execution. This tool improves your organization, facilitating compliance with reporting requirements from oversight and regulatory entities.
ALE ERP
The ERP Information System is a robust software that integrates the various financial and administrative areas of a company, enabling resource planning, monitoring, and control, from budgeting to actual accounting execution. This tool improves your organization, facilitating compliance with reporting requirements from oversight and regulatory entities.
SIHOS HIS
Friendly, safe and easy to use modules, enhanced with templates for the personalization of the clinical history in each of the specialties and professionals. In addition, it has the management of protocols, management guides for each pathology, data entry and updated printing of public health surveillance records, objects of the clinical history and customizable printing. HCU interoperable clinical history that operates in a transparent and transversal way in the different sites of the institution.
HRM
ALE Human is a software solution that includes modules for employee well-being, self-service, occupational health and safety, and performance evaluation.
Cost analytics
An integrated information system that manages patients' medical records, enabling care across different specialties according to their level of complexity.
Blog
