medac: Quick search among 80,000 documents

Medac uses a global DMS to manage documents and agendas that are subject to the GMP (“Good Manufacturing Practice”). However, this solution is not suitable for managing other documents such as project, product, personnel or contract documentation. Previously, the company stored these files on shared drives, which was far from ideal. To enable more efficient access management, rapid searching through tens of thousands of documents, and clear document reviews, they selected eDoCat DMS.

eDoCat DMS: A single platform for managing various document agendas

One of the basic requirements for the new DMS was a clear and independent system for organizing and storing hundreds of document types generated within project management. eDoCat DMS offers tools for effortlessly managing folder structure templates, along with robust automated document classification through metadata, enabling quick and efficient document searches.

“We tested eDoCat DMS during a ‘proof of concept’ phase and were confident that the system would unify documents stored in different locations, enabling efficient management and review through advanced search, linking, and versioning features, while also automating metadata entry”, adds Jiří Zbranek, Head of IT at medac.

The templates are primarily based on the original folder structure, ensuring that all newly created projects look identical. However, the structure can be modified and adjusted to meet current needs. For instance, the structure depth can vary based on the specific needs of each project.

Efficient record-keeping and faster document management with eDoCat DMS

Since Medac operates in the pharmaceutical industry, which requires precise record-keeping, it was essential to focus on managing both contractual and personnel documents. The company needed a system that would simplify the search for related documents, while ensuring reliable review functionality.

In eDoCat, searching within folders—whether for project or contract documentation—is powered by metadata that is assigned in the beginning of the document lifecycle and then automatically inherited across the system.

Access control for high-level security

Also, it was crucial to ensure document security, granting access only to users with clearly defined authorisations; therefore, another key requirement was to integrate the eDoCat DMS with an IDM system that automates all roles and access for all users across various workgroups.

“For all document types—whether project, internal, or contractual—we’ve defined matrices that allow eDoCat to assign specific user authorisations,” says Tomáš Svoboda, business consultant at Onlio.

Each project, for example, includes six hierarchical roles and unique settings that can be managed through IDM. eDoCat is designed to ensure that users only have access to the folders they are authorized to view; any content for which they do not have authorisation is completely hidden from them.

“This solution offers greater transparency compared to the access control we had with shared drives, where even unauthorized users could browse project folders. It’s also much more secure, as users without the proper authorisations can’t see the folder names or their structure,” adds Jiří Zbranek.

Customization of eDoCat DMS

We deployed eDoCat DMS into medac’s own IT infrastructure, integrating it with Active Directory, which is fully managed by IDM. “This is the transfer database from which our DMS gets all the information needed to manage document access. Active Directory acts like an intermediary between eDoCat and IDM,” continues Tomáš Svoboda from Onlio.

eDoCat DMS was able to meet medac’s needs using its standard configuration. One of the customized features included a fictitious document owner role to enhance overall security.

More than 80,000 documents in eDoCat DMS

The steady growth in the number of projects managed within the system demonstrates that eDoCat DMS has effectively met all of medac’s needs. It currently manages over 600 different user groups across dozens of different projects, while also extending the range of agendas processed. Every day, 200 users interact with eDoCat and the system manages 80,000 documents.

“I believe reaching out to Onlio and implementing eDoCat was a smart decision—it really helped us to organize our project and contract documents. Using this system saves us time and guarantees that all our documents are well-organized,” says Jiří Zbranek.