Controlled Document Management System

Centralise your organisation’s documents within one environment.

Our Controlled Document Management System (CDMS) captures all of your organisations controlled documents in one easy to use solution that sits on your own SharePoint tenancy. Allowing for policies, procedures, forms & templates to be accessed securely with permissions.

Novata Solutions Controlled Document Management

Benefits of a CDMS

CDMS Features

Our CDMS is presented in a modern, user-friendly web interface, complete with easy-to-use features that promote adoption.

Workflow Approval & Publishing

Workflow Approval & Publishing

Implement flexible workflows for document reviews,reminders, approval, publishing and archiving.

Authoring Libraries

Authoring Libraries

Securely collaborate with your team using familiar tools such as Word, Excel, and PowerPoint. New document versions can be authored without affecting existing versions.

Version Control

Version Control

Always view the latest version of documents and recover a full record of their previous versions.

Rich Metadata

Rich Metadata

Implement flexible workflows for document reviews,reminders, approval, publishing and archiving.

Security & Permission

Security & Permission

Allow the right people to access the relevant information, and lock down confidential documents with permissions.

Most Popular & Recently Modified

Most Popular & Recently Modified

See all recently modified documents and most popular documents in one view.

Desktop & Mobile Support

Desktop & Mobile Support

Always view the latest version of documents and recover a full record of their previous versions.

Office 365 Integration

Office 365 Integration

Seamlessly CDMS to your Office 365 tenancy.

Teams Integration

Teams Integration

View and access your Controlled Documents within Microsoft Teams.

Mobile & Email Approval

Mobile & Email Approval

Approve documents directly from within an email and on your mobile devices.

Favourite Documents

Favourite Documents

Mark your commonly used document as favorites for convenient access.

Refinable Search

Refinable Search

Find relevant documents through an intuitive search function.

Authoring Libraries

Securely collaborate with your team using familiar tools such as Word, Excel, and PowerPoint. New document versions can be authored without affecting existing versions.

Authoring Library:

The authoring repository that is used to manage the creation, updating, approval, and archiving of the documents. These libraries are locked down by permissions and are not accessible to all users.

Published Library:

The published library is where a rendition of the approved document is copied to, either in its original file format or converted to a PDF. This library is crawled by the SharePoint search service and the documents are accessible via a custom search to all users who need to view and read the documents.

Archive Library:

The archive library is where the document resides when it has been archived. Retention and disposal policies can be set to archive these documents. Access to this library is restricted. Archived documents cannot be edited at this stage; however, the document and associated metadata can be viewed

The additional features

  • Familiar Office365 user experience
  • Standard and consistent metadata classification
  • Custom Actions: Automated periodic review process
  • Power BI Dashboards
  • Automated periodic task management
  • Document templates
  • Document checkout capabilities
  • Security of documents
  • Audit history
  • Retention and Disposal Policies
  • Auto classification using AI

The SharePoint Benefits of a CDMS:

  • Custom view and filters
  • Automated alerts
  • Tagged documents in email for alerts and notifications when document is distributed via email and SMS
  • CDMS integration with:
    • Word
    • Excel
    • PDF

Let's chat over coffee!

Contact us below to find out how we can help you with your controlled document needs!

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Let's work together

1300 NOVATA (1300 668 282)
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