Enhanced Document Control with Flexible Access and Secure Signing

Managing documentation in the digital era can be a challenging task, but ZEBSOFT makes it seamless. Our advanced document control features ensure your team always works with the correct version of each document while maintaining strict access controls.

Empower your organization with the ability to:

• Guarantee document integrity and version accuracy.
• Provide flexible access to authorized users.
• Secure sensitive information by restricting visibility to unauthorized individuals.
• Streamline workflows with secure document signing capabilities.

ZEBSOFT simplifies electronic document management, ensuring compliance, security, and efficiency across your operations.

Efficient Document Management with ZEBSOFT’s Text Editor

ZEBSOFT’s powerful built-in text editor enables seamless creation of policy, process, training, and procedure documents with comprehensive tracking and control features.

• Effective From Dates: Ensure that each document has a clear starting point, marking its validity from a specified date.
• Review Dates: Schedule timely reviews to keep documentation current and relevant.
• Person Responsible: Assign the right person to each document to ensure proper management and accountability.
• Document Classification/Visibility: Manage document sensitivity and visibility, ensuring the right information reaches the right people.
• Document Control Groups: Group documents for easier management and compliance tracking.
• Associations with Sites or Departments: Link documents to specific areas within the organization for context-specific relevance.
• Multiple Document Approvers: Streamline the approval process by allowing multiple approvers to review and authorize documents.

Maximize control and consistency in your documentation processes with ZEBSOFT’s text editor.

Document Read, Confirmation & Archive Retrieval with ZEBSOFT

ZEBSOFT offers a comprehensive document management solution, ensuring full traceability, version control, and secure user engagement for all your organizational documents.

• History of Controlled Document Versions: Access a complete history of previous controlled document versions, including signing history, for audit and reference purposes.
• Automatic Version Number Updates: Automatically update document control version numbers whenever changes are made, maintaining clear and accurate version control.
• Read Confirmation Tracking: Toggle read confirmation within specific documents to track which users have read and acknowledged them, ensuring compliance and accountability.
• ISO Scope and Context Management: Use ZEBSOFT to create, manage, and maintain ISO scope and context documents, aligning your organization with industry standards.
• Private Document Sharing: Share documents privately between users, ensuring secure and confidential communication when handling sensitive information.

ZEBSOFT streamlines document management, providing a robust system to ensure compliance, enhance transparency, and improve operational efficiency.

PDF Document Download with ZEBSOFT

ZEBSOFT provides comprehensive tracking and management for PDF document downloads, ensuring transparency and control while allowing for flexibility in document editing and retrieval.

• Automatic Download Event Recording: Every PDF download is automatically recorded as an event, ensuring accountability and traceability.
• Timestamp of the Download: Track when the document was downloaded, providing a complete audit trail.
• Effective Date: The download includes the document’s effective date, marking its validity.
• Review Date: Capture the review date to track when the document should be revisited for updates.
• Person Responsible: Document the person responsible for the document, ensuring clear ownership and accountability.
• Document Control Version Number: The version number of the document will be included, ensuring clarity on which version was downloaded.
• Uncontrolled Document Statement: Downloaded PDFs are marked with an “uncontrolled document” statement, indicating that while they can be edited on-screen within the platform, any changes made will not affect the controlled document. Users can enter information on the screen, then download the PDF with the content entered, ensuring no modification to the controlled document itself.

ZEBSOFT enhances document management by providing flexibility for users to interact with PDFs while maintaining control over the original document, ensuring compliance and operational efficiency.

Document Issue, Authority & Signing with ZEBSOFT

ZEBSOFT ensures comprehensive control over document issuance, approvals, and visibility, while maintaining ethical walls to safeguard sensitive information.

• Record Issue and Expiry Dates: Track issue dates and expiry dates for externally controlled documents, ensuring timely updates and compliance.
• Additional Notes for External Documents: Attach relevant notes to externally controlled documents for context, additional instructions, or compliance requirements.
• Document Approvals by Multiple Persons: Allow multiple designated approvers to review and approve documents, ensuring collaborative decision-making and thorough oversight.
• Ethical Wall for Document Visibility: Limit document visibility and accessibility based on:
  • User Permissions: Control access based on individual user roles, ensuring only authorized personnel can view or edit sensitive documents.
  • User Base Location: Restrict document access based on the user’s geographic location for compliance with regional regulations.
  • User Operational Locations: Ensure documents are accessible only by users associated with specific operational locations within the organization.
• Unapproved Document Status: Documents retain a visible “unapproved” status until they are approved by authorized admin users, ensuring that only approved documents are considered official.

ZEBSOFT helps maintain strict control over document approval and visibility, enhancing security and compliance throughout your organization.

Document Types and Management with ZEBSOFT

ZEBSOFT provides a comprehensive solution for managing different document types, including the ability to create templates and maintain full control over externally controlled documents.

• Detailed Templates for Regularly Used Documents: Easily create and manage detailed templates for documents that are used regularly, streamlining document creation and ensuring consistency.
• Searchable and Sortable Document List: All documents are accessible via a searchable and sortable list, enabling users to quickly find and retrieve the documents they need.
• Externally Controlled Document Management: ZEBSOFT can be used to manage a wide range of externally controlled documents, including:
  • Certificates
  • Contracts
  • Licenses
• Record Issue and Expiry Dates: Track important dates such as issue and expiry dates for externally controlled documents, ensuring timely updates and renewals.
• Additional Notes for External Documents: Attach relevant notes to externally controlled documents for context, providing essential information for reference and compliance purposes.

ZEBSOFT offers seamless management of document types, ensuring organization-wide access, control, and compliance for all your documents.