Corporate Housekeeping – because order is a must …

Solu­tions for clean busi­ness man­age­ment

otris soft­ware AG is a re­cog­nised expert in digital data and doc­u­ment man­age­ment. For 20 years, otris solu­tions have been helping com­pan­ies to di­git­ise. The ul­ti­mate goal: an in­crease in se­cur­ity for com­pli­ance-rel­ev­ant busi­ness pro­cesses. These pro­cesses also include cor­por­ate house­keep­ing – or in other words: the mon­it­or­ing and man­age­ment of all rel­ev­ant cor­por­ate doc­u­ments.

Have you got an eye on your cor­por­ate doc­u­ments?

Whether con­tracts or other cor­por­ate doc­u­ments: to ensure prof­it­able man­age­ment, struc­ture is crucial. In cor­por­ate groups, it is first im­port­ant that doc­u­ments are as­signed to the correct company. Con­tract doc­u­ments are ad­di­tion­ally sub­divided ac­cord­ing to con­tract types as well as or­gan­isa­tion­al units. In in­vest­ment man­age­ment, the struc­tur­ing is more complex, as doc­u­ments have to be as­signed to further sub­cat­egor­ies (e.g. annual reports, minutes, art­icles of as­so­ci­ation). To keep track of all doc­u­ments, com­pan­ies use otris know-how in a central cor­por­ate house­keep­ing solu­tion for con­tract and in­vest­ment man­age­ment. Users who log on to the system can easily nav­ig­ate to the doc­u­ment they are looking for: For example, if a com­mit­tee member is looking for a spe­cif­ic pro­tocol, he or she selects the desired company from the cor­por­ate or­gan­isa­tion chart and then the area of par­ti­cip­a­tion man­age­ment, then the com­mit­tee and finally the pro­tocol he or she is looking for.

When search­ing spe­cific­ally for a con­tract, the user pro­ceeds ac­cord­ing to the same system and nav­ig­ates to the “Con­tract Man­age­ment” area after se­lect­ing the company. In order to quickly search through ex­tens­ive doc­u­ment in­vent­or­ies, ad­di­tion­al search and sort func­tions are avail­able to the user.

With full au­thor­isa­tion, the user sees the whole picture and has access not only to the busi­ness doc­u­ments, but also to all the company’s con­trac­tu­al re­la­tion­ships. To ensure the se­cur­ity of your sens­it­ive data, you use an au­thor­isa­tion concept to de­term­ine which doc­u­ment types certain users or user groups have access to. In this way, you ensure that certain em­ploy­ees in the ac­count­ing de­part­ment, for example, only see con­tract types that they need for audit­ing. The cat­egor­ies in which busi­ness doc­u­ments are located are not dis­played to these em­ploy­ees.

Cor­por­ate House­keep­ing – more than an archive

The un­com­plic­ated re­triev­al of doc­u­ments through a struc­tured filing system is es­sen­tial but only one aspect of the man­age­ment of con­tracts and busi­ness doc­u­ments. The spe­cial­ised solu­tions gen­er­ate a high added value through the clas­si­fic­a­tion of a doc­u­ment in its context.

Es­pe­cially in in­vest­ment man­age­ment, users benefit from a context-related view: a profit trans­fer agree­ment, for example, is in the same digital file as the current profit and loss state­ment. Or the art­icles of as­so­ci­ation in a file that also con­tains re­gisters of share doc­u­ments and share dis­tri­bu­tion. In this way, dynamic data such as busi­ness results can be easily com­pared with static doc­u­ment con­tents and checked for cor­rect­ness. In ad­di­tion to the busi­ness doc­u­ments, the many li­ab­il­it­ies of a company are re­cor­ded in the “day-to-day busi­ness con­tracts”. Main­ten­ance, rent or the leasing of the vehicle fleet: con­tracts gen­er­ate se­cur­ity but also ob­lig­a­tions and must there­fore be mon­itored con­tinu­ously.

Busi­ness-crit­ic­al master data and doc­u­ments secure and find­able

Cor­por­ate doc­u­ments are among the most im­port­ant doc­u­ments in a company. They are the basis for busi­ness activ­it­ies and must be avail­able to the re­spons­ible em­ploy­ees in an up-to-date and com­plete form. Only through full trans­par­ency are em­ploy­ees able to make the right de­cisions – both in terms of busi­ness man­age­ment as well as legal and com­pli­ance issues. Our solu­tion gen­er­ates trans­par­ency and or­gan­ises the data and doc­u­ments that are the basis of your busi­ness.

On our product pages otris con­tract and otris cor­por­ate we present the diverse special func­tions of the solu­tions for con­tract and par­ti­cip­a­tion man­age­ment, which – de­pend­ing on the re­quire­ments – are in­teg­rated into your cor­por­ate house­keep­ing solu­tion.