The management tasks of Regulatory Inspections are very complex and involve a significant risk of legal breach, especially for organizations with a high number of assets that operate in sectors with a high level of regulation. In these environments, the implementation of a document management system is essential for the automation of legal maintenance.
The use of basic office automation tools, historically used in normative management, implies endless tables of management of dates, operations, costs, etc. In addition, large quantities of documentation stored in a decentralized manner are produced, which is very unhelpful due to the difficulty of finding a document when it is necessary to consult. All this also results in a lack of control over the legal status of the assets, which significantly increases the administrative requirements management tasks.
How does a document management system work?
A Document Management System centrally stores and administers digitized documents, controls the flow of information within an organization and facilitates access to it for those who need it. It can also provide intelligence to the documents so that through the parameterization of the relevant information they contain, they can automate management processes that until now needed tedious tasks of organizing information.
This is the case of the management of legal maintenance.
Automate legal maintenance
In the legal field, an Intelligent Document Management System allows to associate to the document, for example, the certificate of an inspection, parameters such as its period of validity and expiration date, the result of the opinion (favorable, unfavorable, conditioned) or the period granted by the administration for the correction of a deficiency. In this way, calendars and regulatory plans can be elaborated automatically, alarms programmed and notifications executed.
On the other hand, its combination with an updated database of assets allows associating the documents with the assets that they legalize and thus create control maps of the legal status of the assets.
In the same way, it can be associated with an asset maintenance management system, serve as a source for the automatic generation of work orders for the next inspections, and from them to feedback the Document Manager with the new certificates.
With these tools, the administrative tasks of regulatory maintenance management are greatly reduced. More importantly, regulatory failures and administrative requirements are reduced, and at the same time, powerful tools are available to facilitate technical management tasks and to make strategic decisions regarding the improvement of the general state of the legalization of assets, and consequent repercussion on the equity value.