Your business may be at risk without an Enterprise Content Management (ECM) Solution.

The most common content management challenges that organisations in South Africa are facing includes: 

EVERYBODY IS DELETING!

Many local organisations encourage their staff to delete emails and other electronic records after a period. Such a practice neither right nor legal, deleting an email is like shredding a paper document it is destroying evidence.

ELECTRONIC EVIDENCE

It is becoming essential for organisation to retain electronic documents as evidence. In many of these cases, electronic evidence used in disciplinary hearings are actually without any evidentiary weight because it was retained, collected and presented in conflict with statutory provisions.

CLASSIFICATION AND IDENTIFICATION

Most South African businesses are still failing to correctly identify and classify electronic business records.

STORAGE SPACE

The costs and resources necessary to store and retain all corporate electronic records are a significant barrier to proper records governance in South Africa.

Some people are under the impression that all electronic record retention is governed only by the ETC, this is however not the case. South African organisations, also have to adhere to the following laws that stipulate information retention periods:

  • Companies Act
  • Income Tax Act
  • Value Added Tax Act
  • Customs and Excise Act
  • Stamp Duties Act
  • Prescription Act
  • Insolvency Act
  • Basic Conditions of Employment Act
  • Labour Relations Act
  • Promotion of Access to Information Act
  • Electronic Communications and Transactions Act
  • Manpower Training Act
  • Unemployment Insurance Act
  • Wages Act
  • Occupational Health and Safety Act
  • Stock Exchange Control Act
  • Second Hand Goods Act etc.

The King II Report on Corporate Governance outlines corporate risks  and how organisations have to identify, manage or mitigate these. The risks resulting from a failure or refusal to practice proper records management is significant. Consider the following:

  • Criminal fines as high as R10-million and imprisonment
  • Inability to prove or disprove facts during disciplinary hearings or litigation
  • Inability to respond to public requests for information as provided for in the Promotion of Access to Information Act 2 of 2000
  • Personal liability for directors and managers for damages or losses as provided for in section 424 of the Companies Act 1973
  • Keeping records without any evidential weight
  • Slow or impossible data recovery
  • No or low business continuity
  • No or low disaster recovery
  • Keeping records that could have been deleted or destroyed
  • Waste of storage space
  • Keeping the wrong records for the wrong periods
  • No version control

 

In 1997 Gartner found that: 

  1. Knowledge workers spend about 8 hours a week (20% of their time ) on document-related tasks. This will increased to 40% by 2003.
  2. Document handling costs about 6% to 15% of a company’s revenue
  3. The average document is copied between 9 and 11 times.
  4. Documents cost $ 20 to file
  5. Retrieving misfiled documents costs $ 120
  6. 25% of misfiled documents are never found
  7. 80% to 95% of enterprise information is held in electronic or paper documents
  8. 85% of archived documents never leave the filing cabinet

RQTech’s ECM allows your organisation to move more decisively knowing you have control of all the content and business processes, integrated into your existing systems, that you need to make the right decisions for your business. 

RQTech’s ECM solutions are designed to give your company a competitive edge whenever there is a decision to be made by managing all your content; allowing you to create, manage, and activate that content to make better decisions and achieve your business goals; and, most importantly, to bring control and consistency to business processes.

 Each of our ECM capabilities emphasises a different aspect of the ECM framework. But, built on RQTech’s ECM, a standards-based, enterprise application compatible architecture, each solution is also expandable to include all ECM capabilities as required.

By continuously monitoring and assessing the organisation’s markets and their corresponding clients, processes can be integrated and managed to ensure the execution of the organisation’s strategy. Ensuring that all legislation and governing principles are adhered to, the alignment of processes will either be executed and/or supported by aligning the technology and people that will guarantee the realization of the organization’s strategic goals and targets, structured to serve their identified markets.

RQTech strength lies in aligning People, Processes, and Technology in such a manner that it is structured to execute an organization’s strategy and achieve the corresponding goals. The alignment of People ensures that all aspects of change management, skills transfer, and emotional acceptance are achieved during the execution of processes. The alignment of Processes ensures that the business processes support the strategic objectives of the business. Lastly, the alignment of Technology ensures that the technology supports the strategically aligned business processes. We believe that ultimate sustainable success can only be achieved by considering all three dimensions together. Rqtech uses some of the world-class Business Process methodologies, which are in line with some of the best-of-breed quality and improvement methodologies such as ‘Six Sigma’, ‘Lean Engineering’ and ‘Theory of Constraints’.

 

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Get a quick overview so you can spend your time improving your processes.

You can easily define and set up processes according to your own needs using a convenient layout tool. In addition, since all types of workflow processes can be managed, you get all case management in one single system. 

Analyses, statistics and reports give you an unbeatable overview with real-time status and division of responsibility. Nothing has to fall through the cracks anymore and you always have an accurate and up-to-date base for decision-making.

CANEA Process is a tool that allows you to model and share business processes in an easy-to-use graphical web interface.

Seeing is understanding

Visualisation gives all employees an understanding of the organisation’s processes, activities, responsibilities and information flows.

Living processes

Identifying working methods while making it easy to update is the basis for continuous improvement of processes.

Create a complete picture

Linking together documents, information and tools with clickable process maps create an intuitive and comprehensive management system.

CANEA Workflow is an IT solution that automates, quality-assures and speeds up administrative workflow processes.

You can easily define and set up processes according to your own needs using a convenient layout tool. In addition, since all types of workflow processes can be managed, you get all case management in one single system. 

Analyses, statistics and reports give you an unbeatable overview with real-time status and division of responsibility. Nothing has to fall through the cracks anymore and you always have an accurate and up-to-date base for decision-making.

By creating executable processes in CANEA Workflow, you get both better control of the situation and smoother processing.

Streamlining the work

Ensure compliance and that handovers are done correctly and with the right information.

Correct decision support

You get an unbeatable overview of the processes in real time, with both clear reports and clear diagrams.

Improve processes continuously

Our process support can be constantly adapted to changing needs and requirements. In this way, we give you the best possible conditions for your daily work.

A document management system without complicated folder structures.

CANEA Document combines simple and intuitive search features with powerful features for managing documents from a life cycle perspective.

Maximum availability
Search and find information quickly based on what you need, not where it is stored.

High security
Ensure accuracy, changes and access to all information – with high traceability.

Fulfils requirements
Manage information according to standards, legislation and other requirements for document management.

CANEA Document supports everything from production, publication and modification to archiving and deletion – with full traceability and version management.

CANEA Document provides secure management of all types of documents – in one place. Tagging the information with metadata creates a virtual, multidimensional folder structure. This means that a document appears in multiple locations at the same time, with authorisation-controlled access. The right information in the right place for the right users at the right time!

You can usefully add your company’s process-oriented management system to CANEA Document. All production and distribution of documents is quality-assured and streamlined. In addition, your employees always have access to the most up-to-date version of the documents – directly via intranet, tablets and mobile phones.

Improve the performance of your project activities

CANEA Project is a comprehensive project tool with integrated support for all types of projects and parties– such as management, resource owners, clients, project managers and project participants. CANEA Project gives you an excellent overview of your entire project portfolio, including profitability and status, making it easier to prioritize and make decisions.

CANEA Project shares all important project information with both internal and external members.

Let your project manager focus on management rather than administration and distribution of the information.

Gather all project information in one place and make it available to both internal and external members.

Helps you with prioritization of projects, resource management and analysis of portfolios and programs.

Make reality of the strategy

CANEA Strategy makes it possible for organisations of all sizes to create a unique common thread from the strategic work to the daily operations. We do not just provide performance management tools but rather a completely new generation of IT support for strategy activation. The system guarantees and provides support throughout the chain from strategy to execution. You get no results without action. CANEA Strategy makes it possible in practise! 

CANEA Strategy ensures and provides support throughout the entire journey from strategy to execution.

Create a shared understanding of the strategy, the goal to achieve and how.

Gives management an unbeatable overview of what’s happening, how it’s progressing, and why.

Creates a clear common thread from the strategy to project, initiatives and actions.