Enterprise Document Management System

Cloud-Based Digital Platform for Managing Enterprise Content

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ECM XD Overview

Unlock the full potential of your business with ECM XD, the leading solution built upon our powerful Digital Acceleration Platform (XDP). By harnessing the capabilities of ECM XD, you can seamlessly collaborate with stakeholders and gain valuable insights from digital documents and metadata.

Streamline your content management process with ECM XD – a single, out-of-the-box solution that can be tailored to your unique requirements. Experience the convenience of managing all your content, documents, and images within a unified digital environment.

Boost your business efficiency with ECM XD. Our platform simplifies collaboration, content creation, and ensures compliance across all aspects of your business processes. Leverage ECM XD comprehensive regulatory controls to seamlessly manage compliance at every level.

ECM XD Modules and Components

Document Management System

The ECM XD is a secure web-based system that offers out-of-the-box compliance without customization. ECM XD provides full versioning, a flexible folder/file structure; workflow-based collaborative document review, approvals, and distributions; full-text searches and notifications. It allows drag and drop and with the integration with the workflow engine, the user can drop a file into a field on a workflow and it can be auto-filed in the folder structure.

Document Change Control

Our innovative solution simplifies and enhances the entire document life-cycle, from initial request to publishing. With ECM XD, you can effortlessly manage and track changes, ensuring smooth and reliable document control. Our configurable system allows you to optimize your document control processes, improve collaboration, and achieve greater efficiency.

Competency Management

The skill/competency and training record management solution is a web-based solution that allows organizations to comply with current training regulations by identifying all the required skills and training for each job role. Manage, track, and report against online training, offline training, classroom training sessions, and all other training activities. Provides online examinations and extensive management reporting for easy assessment of an individual’s performance and the evaluation of overall training effectiveness.

By utilizing our skill/competency and training record management solution, organizations can enhance their training programs’ efficiency, save valuable time and resources, and ensure compliance with training regulations.

Training Activities – Create tasks for participants to undertake and successfully complete as part of their training.
Training Records – It provides a centralized location where all training acquired by an individual can be conveniently viewed.
Job Role/Training Matrix – The required training will be automatically assigned once user added to the role.
Skills – Develop and improve skills that are acquired through comprehensive training.
Courses – Courses are provided to facilitate skill acquisition through training.

Document Types

ECM XD is a comprehensive enterprise content management system designed to effectively handle and organize various types of documents. It offers a robust set of features and functionalities to manage documents throughout their lifecycle. It supports a wide range of document formats including PDFs, Word documents, Excel spreadsheets, images, multimedia files, etc.

PDF Importer and Annotation Services Module

Our PDF Annotation Module is a cutting-edge solution to streamline document management processes. With this powerful tool, you can effortlessly scan and annotate PDF documents while capturing essential metadata for categorization and organization. This module serves as a valuable asset for various industries, including research, education, legal, and more. By seamlessly scanning, annotating, and collecting relevant metadata, you can enhance your document management processes significantly. Distribute these annotated documents effortlessly via email, facilitating collaboration and boosting productivity.

External Systems Integration

The core platform offers a range of robust features designed to enhance integration with external systems, maximizing the value of your company’s IT investments. With the support of Xybion’s skilled professional services team, these powerful and time-saving capabilities can be seamlessly enabled. The platform supports various integration options, including Active Directory Integration, E-mail integration, website integration, as well as external system and database integration. Whether you need to push or pull data from external sources, the platform accommodates both synchronized scheduling and real-time integration, ensuring efficient and up-to-date data exchange.

Document Metadata

The document properties offer a wide array of preconfigured metadata options, effortlessly adaptable to accommodate custom fields based on client specifications. Additionally, these documents demonstrate intelligent associations with relevant locations and dynamic interlinking capabilities, connecting with other interrelated documents.

Contract/Template Compliance – Predictive Compliance Capabilities

Xybion’s predictive compliance modules, integrated within the ECM XD solution, empower organizations by providing a robust platform to upload documents and seamlessly route them through a streamlined process. This intelligent system analyzes the content and structure of the documents, comparing them against approved company business rules and templates.

With this enhanced capability, the solution automatically identifies deviations from approved templates, ensuring compliance and consistency throughout the organization. By automating this critical aspect of document management, ECM XD helps mitigate compliance risks and promotes adherence to regulatory standards. By leveraging this analytical capability, businesses can identify patterns, trends, and opportunities for process improvement, ultimately driving better decision-making and resource allocation.

Document Files and Taxonomy – Folder Structure

The implementation of intelligent content metadata tagging enables automatic filing within the content structure, along with the ability to perform full-text searches and utilize smart views. This empowers customers to swiftly locate documents.

Our ECM XD system offers multiple views (structures) for organizing files, accommodating diverse needs. It facilitates document workflows as well as integrated training workflows, enhancing efficiency and collaboration.

While our system allows for a hierarchical folder structure to file documents, organizations that prefer alternative approaches are not obligated to use folders. This flexibility ensures that each organization can adopt a structure that best suits its requirements.

Integration and Indexing with Third Party Sources

The indexing module empowers the company to seamlessly upload documents from external sources, efficiently index and process them in accordance with predefined rules, and seamlessly integrate them into a streamlined workflow process. Additionally, it facilitates the smooth transfer of valuable data back to the respective third-party sources.

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Implement an all-in-one digital cloud platform to be always ready to meet compliance needs.

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Compliance Embedded, Quality Engrained, Data Integrity Assured

Key Features of ECM XD

Purpose-Built Dashboard It offers an intuitive interface that allows users to access and manage documents, records, and information with ease. With customizable widgets and personalized dashboards, users can tailor their workspace to their specific needs and preferences.
Templates and FormsYou can effortlessly assign tasks and workflows to specific users or user groups, ensuring seamless collaboration and accountability. It has a monitoring panel equipped with powerful search functionality, enabling you to quickly find the information you need, ensuring no task or document goes unnoticed.
Automatic PDF Conversion All electronic records include full signature manifestation with printed name of singer, time/date stamps and meaning of signature.You can maintain the integrity and authenticity of your electronic records, providing a solid foundation for legal, administrative, and professional purposes.
Link Workflows and Documents It empowers users by enabling them to customize and assign private tags to documents, streamlining the retrieval process for more efficient and swift access. This not only makes document retrieval more efficient but also streamlines workflow processes.
Audit Trail and Visualizing Status To streamline the completion of critical document activities, a centralized workload engine is utilized to send document tasks, while status updates and other important notifications are conveniently distributed to users via email.
Check In and Check Out Implement a streamlined check-in and check-out process with dual ID and password authentication, ensuring the uniqueness of each user ID and password combination. Employ non-biometric E-signatures for added security and to prevent unauthorized access. Set up a time-out security expiration feature to further enhance protection.
Create Store and Retrieve Information It enables users to seamlessly incorporate internal document hyperlinks, facilitating vital regulatory processes that necessitate internal document referencing.
Receive Documents in Multiple FormatsECM XD handles a wide range of document formats, such as paper, e-fax, SFTP, and email attachments. Simply drop the documents into a shared drive, where our automated OCR process efficiently digitizes them. Maintain a comprehensive log of all modifications for a detailed history of changes.
Associate Documents – Visualize Records and WorkflowsEffortlessly link relevant documents, records, tasks, and workflows, assigning them to specific users or user groups. Easily monitor the status of individual tasks through a comprehensive and searchable monitoring panel.
Secure CredentialsIt ensures that only authorized personnel can access critical documents and data. It offers a robust authentication system that verifies the identity of users before granting them access to specific files or folders.
QualityIt adheres to the ISO 9001:2008 quality management system requirements, ensuring high quality standards. It enforces accurate procedures for identifying, storing, protecting, retrieving, retaining records, as well as disposing of them appropriately.
Task ManagementUsers can create tasks, set priorities, assign them to individuals or teams, and establish due dates and dependencies. Enables users to track the progress of tasks in real-time, providing visibility into each task's status, deadlines, and any associated documents or resources.
Full Electronic Signature ManifestationAll electronic records include full signature manifestation with printed name of singer, time/date stamps and meaning of signature.
Bulk RecordsWith the implementation of smart tags, users can effortlessly apply bulk changes across numerous documents, while the utilization of metadata tags enables seamless bulk import and export functionalities.
Predictive Compliance Predictive Compliance streamlines the process by automating document review and ensuring predictive compliance with established company templates.
Collaborative Document Lifecycle Processes Facilitates seamless collaboration among multiple reviewers by providing the ability to exchange comments and document markups.

Built-In Regulatory Controls

ECM XD is a robust enterprise content management solution specifically tailored for regulated industries. It incorporates a range of built-in regulatory controls to ensure compliance with industry-specific regulations, standards, and best practices. It enables organizations to establish and enforce policies and procedures for content creation, storage, access, retention, and disposal. Furthermore, ECM XD provides consistency, accuracy, and security in content handling, enabling organizations to mitigate risks, improve operational efficiency, and maintain compliance with relevant regulations and industry standards.

File Format Neutral While the system remains impartial to file formats, it offers the ability to apply constraints that restrict the upload of potentially harmful file types.
Comprehensive Library Services (Version Control) The standard check-in/check-out feature provides controlled secure access and flexible revision capabilities, history showing document revision history, and document workflow information.
Comprehensive Reporting Generate formatted reports using system data, which can be easily edited on screen or exported to various formats like Word or PDF for seamless utilization.
Predictive Compliance Capabilities Streamlined automated review and predictive compliance assessment for comparing documents against templates.
Regulatory Compliance Facilitates regulatory compliance through comprehensive support for electronic signatures, efficient records archival, and robust reporting capabilities.
Audit Trail and Administrative Controls ECM XD provides administrators with complete control over the system's audit trail to ensure transparency, security, and compliance.
Seamless Integration with Desktop Productivity Applications ECM XD seamlessly integrates with desktop productivity applications like MS Outlook and other MAPI-compliant email systems. It offers configurable e-mail notifications to keep users informed about periodic reviews, document tasks, and changes in document status.
Powerful, Integrated Document Workflow Capability ECM XD offers a comprehensive range of out-of-the-box workflow solutions to streamline periodic reviews, facilitate collaborative reviews, obtain approvals, enable seamless publishing, support training initiatives, and manage document expiry.
Collaborative Document Lifecycle Process It allows for seamless collaboration among multiple reviewers, enabling users to provide comments and document markups.
Document Import and Export ECM XD enables seamless transfer of documents and data between the ECM XD platform and external systems.
Advanced Search and Retrieval Capability It enables users to perform complex searches with ease. With this advanced capability, users can efficiently locate and retrieve specific information from vast repositories of documents, files, and other digital content.
Embedded PDF Rendering and Annotation Capabilities With ECM XD, users can seamlessly view, annotate, and collaborate on PDF documents directly within the platform, eliminating the need for separate PDF readers or external tools.
Configurable Document Folder Structure Users can easily design a hierarchical folder structure that aligns with their specific business needs and workflows. It empowers users to create folders, subfolders, and sub-subfolders, providing a flexible framework to categorize and classify documents.
User Management, Roles, and SecurityECM XD protects critical data, maintain compliance with regulatory requirements, and foster efficient collaboration within a controlled and secure environment. It allows administrators to create, modify, and disable user accounts, ensuring that only authorized individuals have access to the system.
Configurable DashboardsUsers can easily create personalized views, widgets, and data visualizations, enabling them to monitor document statuses, track key performance indicators, and streamline their content management processes.
Document TaxonomyECM XD provides a robust framework for categorizing and structuring documents based on their content, context, and metadata. It streamlines a hierarchical system of classification that enables quick retrieval, intelligent searching, and seamless collaboration across diverse document repositories.

Manage Training Activities

The training module of ECM XD empowers the creation of workflows for training activities, on-the-job (OTJ) exercises, and competency-centric tasks, thereby facilitating the tracking of acquired training at individual and group levels. This feature further promotes role-specific training and proactively identifies existing learning gaps. Additionally, it streamlines the administration of tests and quizzes.

Manage Training Processes

How ECM XD Can Help

Content Ecosystem Management

Manage your entire digital ecosystem by capturing structured and unstructured content, documents, and images.

Document Assets
The embedded content management system provides document versioning, history, security, multiple documents filing views, auto-filling of documents, and search capabilities to ensure that documents can be controlled following the organization’s compliance objectives.
Rich Media
With ECM XD, rich media assets like pictures and videos can be effortlessly stored, efficiently managed, and conveniently retrieved. Users can seamlessly embed images within business process forms and upload them along with the associated records.
Metatags and Indexing
Structured and unstructured content with metatags can be stored and the information is indexed for easy search and retrieval.

Content Services Management

ECM XD seamlessly uploads, processes, and distributes content assets under prescribed rules.

ECM XD allows automated uploading of documents into the repository via Secure File Transfer Protocols, Scanning, and e-mail drop. Each document can be index with meta-tags and filed in the repository under the correct file structure and with the appropriate tags and security.

Value Chain Connectivity

The ECM XD integration framework establishes a secure environment, seamlessly connecting stakeholders and optimizing business processes for enhanced efficiency.

Collaboration
External and internal stakeholders can connect and communicate with full transparency of critical information. The granular security and dashboard configurability promote a role-based user experience while ensuring privacy and data protection.
Offline Workplace
ECM XD offers an exceptional offline workplace feature that empowers users to work seamlessly in diverse offline scenarios and effortlessly synchronize their data with the system at a later time.
Unified Operational Integration
ECM XD extends its capabilities to enterprise systems and applications through its robust integration framework and a comprehensive set of associated tools. This seamless integration empowers organizations to maximize the potential of their existing systems while leveraging the power and convenience of a digital workplace solution.

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Industry Guides

Enterprise Document Management System

ECM XD Overview

ECM XD Modules and Components

Document Management System

Document Change Control

Competency Management

Document Types

PDF Importer and Annotation Services Module

External Systems Integration

Document Metadata

Contract/Template Compliance – Predictive Compliance Capabilities

Document Files and Taxonomy – Folder Structure

Integration and Indexing with Third Party Sources

Book a Demo

Reduce Compliance Risk

Increase Efficiency​

Reduce Cost by 30%

Key Features of ECM XD

Built-In Regulatory Controls

Manage Training Activities

Manage Training Processes

How ECM XD Can Help

Content Ecosystem Management

Content Services Management

Value Chain Connectivity

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