Processes - Information media - Status Quo
Document management - Software as a Service - BPO Services - Cloud Backup
Digital Documents - Business Processes
We are a team of professionals with years of experience in the development and implementation of Computer Solutions for document management, who put all the effort and knowledge in improving and optimizing the work processes of our customers, with the aim of adding security and value to all users of our Solutions.
Values: Agility is our differentiating factor. Innovation is the value that drives us. Flexibility is the way to customer satisfaction. Fun is the pillar that motivates us.
Partnerships: EAD Digital RO and EAD Group established several partnerships, which intend to maintain and streamline, partnering with a set of specialized companies to enhance synergies that enable the development of consistent and innovative technological solutions.
EAD Group Mission: Provide our customers with document management and digital transformation solutions, in a personalized way, aiming at providing excellent services.
EAD Group's Vision: Understanding the constant changes in society and predicting the dematerialization of paper as an improvement for companies and state entities processes, for more than 12 years that EAD has been developing digital solutions for its clients. Today, EAD provides it’s clients with tailored cut tools, using the RWS software, a state of the art DMS software, developed in-house.
EAD Group Policy: The EAD Group works towards the satisfaction of all interested parties in a perspective of sustainable growth of its business.
- We offer innovative services and products in the field of Document Management, aiming to meet their expectations and continuous improvement.
- We act in a personalized way, aiming the specific needs of each client.
- We follow the evolution of document management practices and technologies as well as digital transformation processes, seeking to anticipate customer needs and market trends.
- We value everyone's involvement and commitment to the Group's strategy, procedures and objectives.
- We ensure the well-being, health and safety of employees by providing them with adequate working conditions, spaces and equipment.
- We act pre-emptively, complying with OSH requirements and improving our performance to minimize risk and preserve the safety and health of our employees.
- We involve employees in the implementation of good practices, aiming to improve environmental performance and prevent pollution.
- We invest in a common project aiming to add value and promote return for all.
- We work in partnership with a joint growth perspective.
- We engage suppliers in the implementation of best practices, aiming to continually improve environmental performance and prevent pollution.
- We promote the reduction of use of resources necessary for our activity (Electricity, Fossil Fuels, Water Resources,…) and their recycling (Paper, cardboard, plastic, etc.). We ensure the security of all information, always taking into account the policies established by the Group, ensuring its Confidentiality, Integrity and Availability.
- We implemented a Business Continuity Plan in order to ensure that in the event of an incident, information regarding Stakeholders is safeguarded and impacts minimized.
(local, regional, official entities)
- Objectives for the GIS are defined and periodically monitored according to ISO 9001: 2015, ISO 14001:2015, OSHAS 18001:2007 and ISO/IEC 27001:2013.
- We comply with legal, normative requirements and subscribed principles, within the scope of ISO 9001: 2015, ISO 14001:2015, OSHAS 18001:2007 and ISO/IEC 27001:2013.
- We promote the reduction of the use of resources necessary for our activity (Electricity, Fossil fuels, Water Resources, ...) and the recycling of these (Paper, cardboard, plastic, etc.).
We ensure the security of all information, always taking into account the policies instituted in the Group, guaranteeing its Confidentiality, Integrity and Availability.
- We have implemented the Business Continuity Plan to ensure that in the event of a claim, the information regarding the Stakeholders is safeguarded and impacts minimized.
- Commitment to continuous improvement and the effectiveness of the EAD Group's Management System, for the ISO 9001: 2015, ISO 14001:2015, OSHAS 18001:2007 and ISO/IEC 27001:2013 benchmarks.
EAD Digital Romania services are supported by accredited technicians, certified processes and robust technology, essentially aiming at increasing the efficiency level of your organization and reducing operating costs.
We provide BPO services for accounts payment and employees records:
Accounts payable automation will expand your control, visibility and tracking, streamline accounts payable processes and improve the monthly financial closing. You can track and annotate invoices and purchase orders using the dashboard. These accounts payable solution will eliminate paper and the burden of low-value work to the staff. AP automation can also:
Digital Repository for the storage and preservation of digital information in various formats. Tailored cut technological platform for access and consultation. Ad-Doc and Procedural Workflow compatible with client's operating/managing internal system.
We specialize in providing integrated management solutions, tailor-made solutions development, workflow applications, interfaces that allow to implement and monitor your projects while minimizing costs.
• Avoid routine tasks, using time to handle exceptions;
• Shorten processing cycles;
• Reduce errors.
Much of Client’s time is wasted on tactical and administrative tasks. The manual processes in human resources management prevent from being able to focus on the critically strategic responsibilities. Focus on a ready-now workforce, not processing employment documents.
Reduce the boredom, errors and administrative manual processes with Workflow. This automated solution allows to store employee records in a centralized location (RWS) and share them with authorized users anywhere, at any time. There are dashboards to monitor processes and gain powerful insights.
We scan processes that are completed from a business perspective and capture data and store the images in the Secure web portal (RWS) for later access by the client. Customized search words/rules are created to allow future easy find of documents/files.
The files can be stored and safe kept at EAD’s server, being 24/7 available for consulting by the Client, alongside with a wide range of services, part of a subscription; or can be delivered to the client, in an external disk, after the project is concluded.
Quickly and consistently migrate media (CD´s & DVD´s) to Hard Drive, enabling digital preservation, information replication and faster access to information and can optionally enjoy convenient, simple and secure EAD Digital Cloud solutions.
The RWS can be customized to the Client´s size and needs. Will be developed in two phases: implementation and performance. The first consists of identifying needs and bottlenecks of the Client processes and document flows, presenting solutions, creating flows and a platform to operate them, providing the necessary training and dry-run trials. The second phase consists of putting the solution into practice, providing the needed maintenance and troubleshooting.
The catalogue of services to be implemented will be analysed case by case, by the task force, dully framed to the company´s needs and using the DMS – Document Management System from EAD, RWS (Read, Write & Share). What drives us is the integrated vision of the company’s operation, even if the flows can be implemented by any area in the company:
Project Management – Processual workflow including (can be adapted to existing CRM):
New Client service;
Client satisfaction outcome. Here, the processual workflow is fundamental for the fulfilment of all registered and highlighted stages. Helps considerably the internal audits and the control of offers issued vs adjudicated. The analysis of the flows will allow the perfecting of the sales processes and merit the performing employees.
Client services request – Management of Client requests. Ad-hoc flow registering all requests from Clients, independent of entry channel.
As mentioned above, each product will be customized to the Client needs. This means that a first assessment to the Client needs will have to be made.
The implementation will be budgeted considering the size, complexity and amount of services in the package and includes
Audit to the company’s internal flows;
Audit to the type of documents to be dematerialized;
Flow reorganization plan, resulting from dematerialization performed by EAD,
Contingency plan for emergency relocation of employees;
Plan for document flows and tasks ticketing (if the case);
Project and creation of IT infrastructure (if the case);
Proof of concept.
After setting up the infrastructure and the flows, the operation is implemented and starts performing.
A monthly fee, per user, is settled, taking in consideration the complexity of the flows. This fee will cover the maintenance, assistance and troubleshooting.
Sales Management – Processual workflow. In this flow we include all the internal procedures of the Sales Department, up to sending the satisfaction inquiry to the Client, made automatically in the end of the process. After receiving it back, the PDF is annexed to the file;
Client Grievances Management – Depending on the Client existing system, a ticketing system should be the most effective. A section called “Client Grievances” should be created where all complaints will be centralized. Ad-hoc or Processual workflows can be implemented, depending on existing structure. This process is very helpful for audits and Best Practices as the information is centralized and controlled;
Adjudicated Offers – Project logistic management. Similar to the one above, but customized specifically for logistics;
New Client Service – Issuing of work orders in a ticketing system;
Service Request – recurrent, nonrecurrent, etc. Ticketing system;
Document Management – Dematerialize operation supporting documents, integrating them with digital documents (ex: delivery notes), all in processual flow, controlling the process.
Suppliers Backoffice Management - This allows to add, remove or edit the supplier’s database. The invoices approval workflows can be tailored according to the nature of the suppliers and internal departments related to the approval. The identification of the supplier is automatic, and the invoice inserted in the specific approval flow. Different levels of approval can be created according to the nature of the supplier and the acquisition;
Automatic issuing of purchase requests or purchase orders, using the RWS platform;
Purchase requests approval – A flow is created and customized according to the needs and approval skills (invoice or purchase order approval flow);
Evaluate suppliers and contractors. A special module can be customized, considering the internal flow and approval process.
Employees document Management (ex: HR Files, contract expiration date);
Alerts for renewal of determined period contracts and temporary workers;
Alerts for mandatory legal and Health & Safety procedures, such as regular medical checks;
Employees holiday rooster management. Allows to know on real time which workers are out, provides alerts for fulfilling vacant positions and avoids shortage of people when several workers try to schedule holidays for the same period;
Management and issuing of antiquity certificates for pension/retirement purposes;
Generation of specific templates for execution of legal mandatory procedures;
Digital signing of documents, as accepted by public authorities.
Hardware and Software Management – allows to keep a real tracking of the equipment in the company and consequent needs of replacement. Approval flow and dedicated documents to be signed will be part of the process to replace the equipment or software when outdated or broken.
Equipment’s guarantees – an archive with the guarantees in force is created and expiration alerts can be issued;
Maintenance Requests – Management of preventive and corrective maintenance, with periodic alerts for preventive maintenance. Flows:
Need of new facilities;
Replacement requests for technical improvements;
Periodic maintenance of equipment’s and infrastructures;
Confirmation of invoice data by responsible for the order – Processual flow connecting finance/operations, Sales and management;
Interconnection between finance and sales, thru a dedicated flow, where automatic emails are sent to the finance department every time a proposal is adjudicated and when the sale process is completed, and the invoice has to be issued. This process can be integrated with existing system or process, by improving it.
Manage the company´s assets;
Accounts payable management flow.
Equipment’s guarantees – an archive with the guarantees in force is created and expiration alerts can be issued;
Management of important legal documents, such as contracts, Court files or licenses, organized by categories;
Alerts for renewal or execution of specific tasks as predicted in contracts;
Alerts for renewal of licenses or authorizations;
Alerts for terms or specific procedures in Court files;
Track record of interventions in Court file procedures, contracts, licenses, authorizations or any other procedures, allowing to audit wrongdoing;
Digital Signature of documents, as accepted by public authorities.
Locking down the physical office will always imply to leave someone behind to take care of certain activities that require human intervention, such as a post mail reception and its handling. Then, some problems might come up as this person might not know exactly what to do with the different correspondence that arrives at the office, since the whole team is out of office. The present service takes this into account and provides a post mail management service which consists of diverting the correspondence to our facilities, that will be handled according to the workflows and document triage mentioned above, in the services catalogue.
This is no longer a necessity, is the NOW. Convert Paper to Digital, not only reduces the costs with physical space allocated to archiving, but also allows on-time access to all important company’s documents. In the context of the service presented above, massive scanning of the main company’s documents, will not only allow the access to day-to-day documents, circulated between departments, but also to historical documents, such as contracts, that are fundamental to support decisions of any department, when remote working. The access to these documents can be categorized by department and level of confidentiality.
When we mention “remote working”, we tend to think of someone sitting at home with a PC in front of him. Many times, this isn’t the reality. Collaborators from sales or logistics, spend the majority of their time “on the road”, leaving normally the back-office duties for the end of the week or whenever they have the opportunity to go to the office. This causes delays and inefficiencies to the other departments, such as invoicing or operations. Together with the service above, we offer an app that allows the capture documents on the spot and automatic upload them to the workflow created for this purpose or a department. This will allow all departments to work in real time, increasing the company’s mobility, all with high security of treatment of the information.
Allows to sign documents, that can be automatically generated, with a Digital, certified signature, already accepted by a considerable part of Public Institutions. With the late developments of social distancing in Romania, the government has been putting a lot of effort into digitalizing the public institutions and avoid the direct contact between the public and these institutions. Digital signature of documents started to be more and more accepted and the tendency is to increase. This can save considerable amounts of time in the relation with public authorities in the execution of mandatory legal procedures. Such signatures are legally binding.
Allows to integrate in the document automatically the image of the signature of the issuer of the document. this allows the user to issue and send documents, not requiring digital signing, without having to print them and scan again, after signing them.
Years of Activity
Users Digital EAD Solutions
Millions of Scanned Pages
Our team is made up of highly qualified, dynamic and dedicated professionals, ensuring the best solution for your project.
Is a document management solution & workflow, made available in the Software as a Service (SaaS) model, customizable according to the needs of each organization, and suitable for companies of all dimensions.
All needed hardware for supporting the tool, maintenance, scalability and updates, are included in the package service delivered as long as the needed safety copies and Disaster Recovery.
The document management perspective. All needed hardware for supporting the tool, maintenance, scalability and updates, are included in the package service delivered as long as the needed safety copies and Disaster Recovery.
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EAD Digital Romania, SRL