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.

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Novata Solutions Controlled Document Management

Benefits of a CDMS

Streamlined Processes

Streamlined drafting, approval, publishing and archiving of controlled documents

Automated Processes

Automated intermittent review processes

Security and Governance

Secure and governed document libraries

Improves Business Growth

Retaining scalability with your business’s growth

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

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

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

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

Rich Metadata

Tag your documents to help end users find exactly what they need, when they need it. Easily update metadata on a per document level giving you fine grained control over how users find your documents.

Security & Permission

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

Most Popular & Recently Modified

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

Desktop & Mobile Support

Access your controlled documents wherever you are. Transition seamlessly from a desktop view into a mobile view for on the go access.

Office 365 Integration

Seamlessly integrate your CDMS to your Office 365 tenancy.

Teams Integration

View and access your Controlled Documents within Microsoft Teams.

Mobile & Email Approval

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

Favourite Documents

Mark your commonly used document as favorites for convenient access.

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!

Let's work together

hello@novatasolutions.com.au

1300 NOVATA (1300 668 282)

Contact Us

Perth Office

Postal Address