Simplified Document Management for the Public Sector

We know that sharing sensitive information (internally and externally) is one of the hardest and most complicated processes within any Government/Municipality, and that’s why the transition to digital document management is taking longer than anticipated. But it doesn’t have to!

BIP 365 is a document management and business process system that upgrades your existing Microsoft Office 365 workspace.

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Common challenges

  1. Companies using Microsoft Office 365 locks the external sharing capabilities and limits users from inviting external users to Teams.

  2. Users can’t find documents from external document management system in Office 365 applications.

  3. Users are unaware of how business processes and workflows are executed.

  4. It’s time consuming to create new documents due to the amount of metadata that needs to be input.

  5. Companies is not 100% sure in which country their data is saved through the cloud.

  6. Contracts, leasing deals and other documents with an end date expires without their knowledge.

How BIP 365 solves these challenges

  1. BIP 365 provides a controlled solution for temporary sharing document when a Review or Approval is needed. External contacts does not need to be invited into your existing workspace, nor do they need an Office 365 license. They can review and electronically sign documents using only their browser!

  2. BIP 365 acts as a second layer to the existing Office 365 workspace, which means that all documents/files created in BIP365 can be found throughout all Office 365 applications.

  3. The entire Lifecycle of a document(s) are visible to all user for a greater understanding of ongoing business processes and workflows. With applicable actions available when desired.

  4. BIP 365 automatically populates metadata based on chosen document classification, lifecycle set, property set etc., which means that document creation is quick and effortless!

  5. With BIP 365 companies have full control over their own data and where it’s stored, through the cloud or on-prem. Borgent guarantees your data to be saved within EU.

  6. BIP 365 automatically send email reminders when documents are closing in on it’s expiration date.

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Increase productivity

BIP 365 contains features can will increase productivity for all business users and that empowers them. Knowing why and how processes work will increase their knowledge about the company and thus increase their interest of improving and further develop within their role.

Some of these empowering features are:

  • Simple management of:

    • Document archival

    • Work instructions, standard operating procedures and policies

    • Project information

    • Contracts with reoccurring reviews

    • Test & validation (Application Lifecycle Management, ALM)

  • Information is automatically classified based on ’sensitivity labels’

  • All actions made by internal and external parties are tracked in Audit Logs.

  • Internal management of formal documents goes through pre-configured approval chains.

  • Documents can be automatically named/numbered upon creation.

  • ’Co-authoring’ – makes it possible for multiple user to edit a document at the same time.

    … and much more!

One platform for all types of users

At the same time as a document management system should simplify document & business process management, guarantee the secure collaborations between internal and external parties and be able to expand together with your company, it should also be user-friendly. A well-thought-out system saves the company both time and money when it comes to trainings and IT-support.

That’s why BIP 365 contains functionality such as:

  • Quick links to virtual libraries consisting of document collections that users would need access quickly.
    You can create these links yourself directly in BIP 365!

  • Web pages with additional information which can be shown on common pages and together with the quick links for example (see above).

  • A cross device experience which enables the user to continue their work on all platforms (desktop, tablet and mobile).

… and much, much more!

See for yourself how users can easily navigate and work in BIP365!