MANAGE
Document Management & Workflow Automation
When records are spread across shared drives, email, paper files, and line-of-business systems, it takes too long to find the right information and keep work moving. Polar helps Canadian organizations organize, secure, retrieve, and route documents with practical information management systems and implementation support.
Start with the records and process that matter most. We can assess what you have, plan a right-sized approach, and phase the work around your team, existing systems, and requirements.
Cloud-hosted DocuHub
Make important records easier to find and manage
As an organization grows, documents can end up split across shared drives, email, paper files and business systems. Teams may work from different versions, repeat data entry, or lose time tracking down the record that supports a decision. An enterprise content management (ECM) system gives documents a structured home and helps people find and use them through controlled processes.
- Find information faster: organize documents with useful index fields and search scanned or born-digital records.
- Control access and changes: set user permissions, maintain version history and keep an audit trail of activity.
- Manage records over time: apply retention and disposition rules that reflect your policies and requirements.
- Keep work moving: connect documents with forms, approvals and repeatable workflows.
What Polar brings to an ECM project
Software is one part of the solution. Polar helps you plan the information structure, configure the platform, prepare priority records, shape the workflow and get your team ready to use it.
- Understand the work: identify the records, users, access needs, current systems and first process to improve.
- Design and configure: plan repositories, index fields, search, permissions, retention and workflow requirements.
- Prepare information: organize files you already have and, where useful, digitize paper records through document scanning services.
- Launch with your team: test the agreed process, train users and plan ongoing support.
Start with a priority department, record set or workflow. You do not need to digitize or move every record before improving one important process.
Connect document management to the work you do
- Workflow automation for routing documents and tasks through agreed steps.
- Electronic forms to collect information and reduce re-keying.
- Document capture software to bring paper and incoming records into a managed system.
- Accounts Payable Automation and InvoiceStream for invoice intake, review and approvals.
- HR document management and workflow for employee records and departmental processes.
Looking for a packaged recurring offer? Browse Polar’s Products and see how BotFusion can support robotic process automation where it fits.
Questions to plan your first step
Do we need to move all our records at once?
No. Many projects begin with already-scanned priority records or one active workflow, then expand in phases as needs and capacity allow. Paper records can be scoped separately.
What is the difference between DocuHub and PaperVision Enterprise?
DocuHub is Polar Imaging’s cloud-hosted document management service, hosted in Canada through our hosting partner. PaperVision Enterprise is for organizations that want an on-premises deployment in an environment they operate or arrange. Polar helps configure and support both, with the implementation approach based on your needs.
Can it work with our existing systems?
Polar reviews your systems and integration needs before proposing a design. Supported connections and implementation effort depend on the systems, available interfaces and agreed scope.
What should we bring to an initial discussion?
A sample document or workflow, the people involved, current systems and any known access or retention requirements are useful. Approximate information is enough to begin planning.
Talk through your document management needs
We can help you identify a practical starting point, whether you need searchable records, a secure repository, a departmental workflow or a plan to bring paper records into everyday use.