Virtual Document Management System

Accessible Virtual Document Management Software

Virtual Document Management System Features

Adding Files and Directories

Use the document descriptions and import data for effective archiving and improve document tracing. Document type, issue dates, document numbers and more will be saved. Also connect them with assets or preventative maintenance on the CMMS application so they’re easily found.

Searching and Filtering

You can easily search for a document thanks to a user-friendly filtering system and an extensive range of parameters, from building to users and issue dates. Save time by finding documents on the virtual document management system after a few clicks of a button.

Document Revision

Building management documents often need revision and Singu FM virtual document management system makes it effortless. Revise existing ones, upload new versions or view older versions, all in one place.

Documentation OCR

Singu FM document management system has an integrated OCR (Optical Character Recognition) feature. Create a searchable text version of a document when you upload a scanned paper file. When looking for documents relating to certain topics, use a search function and the portal will recognize which files contain relevant text.

Internal and External Sharing

You can easily share a document with someone, even if they do not have access to the Singu FM platform. Simply share a link. If documents contain sensitive information you can set parameters to manage access to the file or certain sections of it.

Expired Document Reminder

Let Singu Data Room help you manage your document archives by reminding you when it’s time to update certain files. The responsible party will receive an email notification in time to review the document before it expires. Expired documents are automatically labelled as such so you can instantly view up to date information on each file.

Barcode Marking

Let the portal help you manage your physical documents. Scan a barcode and Singu will list all the documents contained in the binders, shelves or stands. This saves employees time on physically paging through paperwork.

Tracking Documents

When physical documents are given to individuals to borrow, use the Singu virtual document management system to track these activities. If you’re looking for a certain manual, file or spreadsheet you’ll know exactly who should have it. Export a list of borrowed items if need be.

Custom Fields & Metrics

Your building’s documents are unique, so we give you flexibility in managing your archives with our virtual document management system. You can set your own categories, create parameters and use descriptions relevant to your type of files.

Benefits of Virtual Document Management System

1. Increased Customer Satisfaction

Enhance customer satisfaction through digitally managing documents related to real estate with virtual document management system.

Document management is a critical part of asset management in the age of digitization; it's the process of electronically collecting, storing, and managing documents to increase efficiency and decrease errors. It also allows you to better serve your customers by increasing transparency.

2. Reduced Data Loss Risk and Improved Security

It is more secure to store paper documents in digital archives, and this is where a Virtual Document Management System (VDMS) can help.

It is designed to organize and store your data, improve security and reduce the risk of losing data. The software also gives limited access to users based on roles assigned to them. This protects them from disasters such as fire and floods. When using a document management system, documents are highly traceable and can be tracked based on a variety of criteria. With tracking capabilities, documents are less likely to be lost or misfiled after viewing.

3. Easy Document Sharing

Using a virtual document management system, you can easily share files with team members, customers, and partners.

With the document management system, you don't have to worry about who has access to your documents. You can give different groups access to specific folders.  A document management system simplifies collaboration and rapid access to real estate data, no matter where you are.

4. Easy Documents Archiving

Document archiving makes documents easier to find and thus easier to use, reduces paperwork, and allows for more efficient business practices overall.

The system for virtual document management organizes documents using a searchable database, making it easy to keep track of what you have and where you have it. With a virtual document management system, you can save a great deal of time. A document management system allows users to search for files based on words and phrases within documents thanks to Optical Character Recognition (OCR) feature.

Check Out More Features of Singu FM

IOT Building Management System

Use modern technology in the form of NFC tags and transmitting beacons to simplify various building management tasks. Through Bluetooth and IoT for building management technology, these units communicate with Android and iOS mobile devices for tracking, asset identification & more. Online and offline functions are enabled on the maintenance management program.

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Property Portfolio Software

Put together all relevant information about your buildings in one place, on the real estate management software. Create a profile for each building so you can view their data from one platform. This makes for easy portfolio management and allows for reporting that includes all properties’ data.

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Reporting & Data Visualization

Empower yourself by having data on hand which enables informed decision making. View the information you need, have data analyzed via the maintenance management system software platform and share it with role players. Data is displayed as comprehensive, customizable graphs.

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