Authorization of access is an important element of security management and operations in large companies. The quality control and readability of received access requests should be conducted efficiently and very precisely. Vemco, the provider of the Secorun Request Portal, decided to streamline this process for its partners. For this purpose, they chose DocsQuality!

The Secorun Request Portal organizes processes related to external entities’ access to the enterprise. It enables the collection and submission of necessary documents such as certificates, tests, consents, and attestations. Depending on the organization to which access is being sought, the documentation can be several dozen pages long. This includes forms that must be filled out legibly and returned to obtain permission to enter the company’s premises.

How does the document notification process work?

This process is divided into several stages. For example, in a large manufacturing company, the health and safety department ensures that the person entering the plant has the appropriate training. The administration checks the correctness of the application submitted by the representative of the service company and then delivers it to the decision-maker who must approve the issuance of a pass or access card. As shown in this example, it is a time-consuming process that involves many people.

If the control shows that the submitted documents are unclear, illegible, or incorrectly filled out, this information is passed to the sender, who must go through the entire process again. This is a difficult situation when time is of the essence, and permission must be issued urgently, for example, when mechanics from an external company need to enter the plant because an important machine has broken down, and each day of downtime generates financial losses.

Streamlining the notification process with DocsQuality

Technological development allows for the automation of many processes that previously had to be done manually. We wrote more extensively about this here: “Solve Two Problems with One Change. Save Money and Ensure Document Quality.”

The benefits of automatic document quality verification were recognized by Vemco, which has been providing its partners with tools to prepare and handle tasks related to staying on company premises for years. Thanks to integration with DocsQuality, companies using the Secorun Request Portal will significantly reduce the number of unclear documents received. When filling out an application, the program will evaluate whether the attachments are readable and of appropriate quality. If they are incorrect, the option to submit the application will not be active. Additionally, a suggestion on how to improve the quality of the submitted documents will appear in the dialog box.

The person filling out the application will need to ensure the proper quality of the file. At this stage, other individuals who would have to review the application, reject it, and additionally write feedback about the problem will not be involved.

When a correct attachment is added, the sender will also be informed.

Adding quality control of documentation performed by DocsQuality to the Secorun Request Portal will reduce the number of errors and delays associated with unclear documentation. As a result, the notification process will become smoother.