What is a Document Fabric?

​​

A Document Fabric simplifies and enhances document management by creating an interconnected network of documents across various sources. It’s a unified solution that links, organizes, and governs documents from systems like ERP, email, DocuSign, SharePoint, and process management systems, providing seamless access and comprehensive oversight within a highly integrated, auditable structure.

​​

How does the Document Fabric unify documents from different systems?

​​

The Document Fabric uses API integrations and pre-built connectors to link with multiple document sources. Automated workflows regularly sync and ingest documents, ensuring that the document network stays current. Batch processing capabilities facilitate efficient initial ingestion of existing documents.

​​

What types of documents can the Document Fabric manage?

​​

The Document Fabric is a versatile platform that connects, organizes, and governs documents from varied systems. It handles a wide range of documents, from contracts and invoices to reports and communications, including lease agreements, maintenance records, financial statements, compliance documents, and more. It supports both structured and unstructured formats, including PDFs and scanned images.

​​

How does the Document Fabric ensure documents are easily accessible?

​​

Documents are indexed by content and metadata, making them searchable and easy to retrieve. Advanced search capabilities allow users to quickly find documents using keywords, metadata, or document types. Customizable views and dashboards enhance accessibility across the organization.

​​

What is metadata extraction, and why is it important?

​​

Metadata extraction pulls essential information like author, date, and tags from documents, which is then validated within the Document Fabric. This enhances organization, searchability, and retrieval, enabling faster, more efficient access to information.

​

How does the Document Fabric enhance document security?

​

The Document Fabric uses role-based access controls to ensure only authorized users and groups can access specific documents. Detailed audit trails log all document activities, such as access, modifications, and deletions, enhancing security and accountability.

​

What makes the Document Fabric a highly auditable solution?

​​

The Document Fabric maintains a comprehensive record of all document interactions, tracking who accessed or modified documents and when. This transparency supports regular compliance audits, ensuring adherence to both regulatory requirements and internal policies.

​​

How does the Document Fabric track the source of documents, and how does this aid auditors and enhance transparency?

​​

Tracking Document Origins: Each document retains metadata detailing its source, including the originating system (e.g., ERP, email, DocuSign, SharePoint), creation date, original author, and any modifications. This metadata is automatically captured during ingestion and mapped to a standardized schema.

​

Benefits for Auditors:

 

• Efficient Auditing: Auditors can easily trace a document’s origins, understanding its entire lifecycle. This capability simplifies audits and reduces time spent on compliance verification.

• Authenticity Verification: Comprehensive metadata and audit trails allow auditors to confirm the authenticity and integrity of documents, ensuring they haven’t been altered.

• Compliance Monitoring: Auditors can monitor regulatory compliance and adherence to internal policies through the document’s metadata and history, simplifying audits and ensuring standards are met.

​

Benefits for Transparency:

​

• Clear Documentation Trail: Tracking document origins provides a clear documentation trail, showing who created or modified documents and when, enhancing accountability.

• Improved Trust: Detailed records of document origins and updates foster trust in the accuracy and reliability of information, essential for internal audits, reviews, and regulatory compliance.

• Enhanced Visibility: Detailed tracking offers greater visibility into document workflows, identifying bottlenecks or inefficiencies and supporting continuous improvement.

 

How does the Document Fabric help with compliance?

​​

The Document Fabric enforces compliance with industry regulations and internal policies. Comprehensive reporting capabilities enable regular audits, ensuring that document management practices meet required standards and reduce non-compliance risk.

​​

Can the Document Fabric handle scanned documents and images?

​​

Yes, the Document Fabric employs Optical Character Recognition (OCR) to extract text from scanned documents and images, making them fully searchable and indexable within the fabric, just like any other document.

​

What are the benefits of using a Document Fabric?

​

• Operational Efficiency: Streamlines document workflows, reducing manual effort and enhancing productivity.

• Enhanced Compliance: Enforces adherence to regulatory requirements and internal policies, minimizing compliance risk.

• Improved Security: Protects sensitive information with robust access controls and audit trails.

• Transparency and Accountability: Provides a comprehensive activity log, reinforcing trust and accountability.

• Cost Savings: Centralizes document management, reducing storage and administrative costs.

• Strategic Insights: Delivers valuable insights into document usage and compliance metrics.

 

How does the Document Fabric support decision-making?

​

By creating a connected, organized network of documents, the Document Fabric provides a comprehensive view of operations, enabling informed decision-making with detailed analytics on document usage, access patterns, and compliance.