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Document Management Systems Product List

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Achieve secure external sharing while keeping Google Drive's restrictions intact.

Achieve secure external sharing while keeping Google Drive's restrictions intact.

What is necessary is not the relaxation of restrictions, but the separation of roles! Designing material operations by distinguishing between internal storage and external sharing.

This document summarizes methods for achieving secure external sharing without changing Google Drive's restrictions. It explains the reasons why external sharing is difficult with internal storage and why simply loosening restrictions is not advisable. It also includes specific strategies for using MAM/DAM as a point of contact for external sharing and a checklist for implementation, which will be helpful in designing sharing rules. 【Contents (partial)】 ■ What you can learn from this document ■ Common issues ■ Why simply "loosening restrictions" is not advisable ■ Overview: separating internal storage and external sharing ■ Specific strategy 1: using MAM/DAM as a "point of contact for external sharing" ■ Specific strategy 2: minimum requirements for safe sharing *For more details, please download the PDF or feel free to contact us.

  • Other security
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Product Document Management System

Product Document Management System

Create documents accurately and smartly!

At Kyoshinsha Printing Co., Ltd., we offer a system compatible with XML conversion, as well as systems designed to assist in solving various document creation challenges. We have developed a product document management system. We offer a lineup that includes document management and version control based on product systems, as well as an "XML Document Management System" that allows for traceable editing history of XML documents. Please feel free to contact us if you have any requests. 【Features/Products】 ■ Plan your document creation: XML Document Management System ■ Easily create attached documents on the web ■ Quick editing and proofreading, immediate submission ■ Interview forms can also be input in XML, generating a clean PDF with just one button *For more details, please download the PDF or feel free to contact us.

  • Other production and development software and systems
  • Document Management Systems

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Paperless Navigator Comfortable Organizer-kun

Paperless Navigator Comfortable Organizer-kun

As a document management system, it significantly reduces the time spent searching for invoices later!

The "Paperless Navigator Comfortable Organizer" is software that complies with the Electronic Bookkeeping Preservation Law and features an automatic PDF file name changing function. With just one click, you can automatically rename and save PDFs, making it easy for even computer beginners to operate intuitively and clearly, allowing anyone to organize files uniformly. Additionally, it operates completely offline and supports password-protected PDFs, ensuring high confidentiality while easily assigning file names that comply with the Electronic Bookkeeping Preservation Law. 【Features】 ■ File names are standardized regardless of who manages them ■ Achieves smooth document management ■ Intuitive and user-friendly interface for those who are not good at computer operations ■ Registration function that streamlines PDF file management ■ Categorization function as a document management system *For more details, please refer to the PDF materials or feel free to contact us.

  • Document and Data Management
  • Document Management Systems

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[Case Study] necfru MAM/DAM Food Machinery Manufacturer

[Case Study] necfru MAM/DAM Food Machinery Manufacturer

Eliminate the issue of old PDFs remaining with the client! Build an operation that always delivers only the latest version to customers.

We would like to introduce a case where a food machinery manufacturer managed the distribution of user manuals, cleaning procedures, and parts lists for customers through "necfru MAM/DAM." The main method of distribution was via password-protected email attachments, which posed challenges such as the tendency for old PDFs to remain with the client even after revisions, and difficulties in sending large documents with photos/videos. By tagging documents with model, process, and revision date, we ensured searchability. For customers, we provided only the latest version through URL sharing, implementing a system that strictly enforced "view-only" permissions. 【Case Overview】 ■ Industry: Food Machinery Manufacturer (Food Machinery) ■ Challenge: Old PDFs tend to remain with clients after revisions, and there was no shared history, leading to a reliance on individual knowledge. ■ Solution: Provided only the latest version through URL sharing and enforced "view-only" permissions. ■ Effects: - Made it easier to deliver only the latest versions to customers. - Enabled responses to inquiries while viewing the same documents. *For more details, please download the PDF or feel free to contact us.

  • Document and Data Management
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[Case Study] necfru MAM/DAM Medical Device Manufacturer

[Case Study] necfru MAM/DAM Medical Device Manufacturer

Easier to gather explanatory materials during audits! Transitioning to an operation that leaves a trace for external sharing of design documents and procedures.

This is an example of reviewing the external sharing of design documents, procedures, and change histories at a medical device manufacturer using "necfru MAM/DAM." The sending of design documents and procedures was dependent on the person in charge, and the use of ZIP attachments made it difficult to see sending records and reference histories. Weak version control also made it easy for outdated materials to circulate. We implemented tag management by product/document type/version/department, limiting the shared items to finalized versions only. We control the viewing range through URL sharing and permissions, and ensure traceability of sharing/viewing through operation logs. [Case Overview] - Industry: Medical device manufacturer (medical devices) - Issues: Sending records and reference histories are opaque with ZIP attachments, weak version control leads to easy circulation of outdated materials - Solution: Limited shared items to finalized versions only, controlled viewing range through URL sharing and permissions - Effects: - Made it easier to gather materials for explanations during audits - Established a state where cross-departmental searches are possible *For more details, please download the PDF or feel free to contact us.

  • Document and Data Management
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[Use Case] necfru MAM/DAM Building Materials Manufacturer

[Use Case] necfru MAM/DAM Building Materials Manufacturer

Suppressing duplicate storage between branches! A case where completed projects were separated to long-term storage and capacity was reviewed.

We would like to introduce a case where a building materials manufacturer organized the long-term storage of drawings, construction documents, and test reports on Google Drive/OneDrive using "necfru MAM/DAM." Each branch had old documents remaining, leading to increased storage capacity, and it became difficult to determine the latest versions as current and past projects were mixed. There were concerns about capacity limits and mis-sending with email attachments, and the criteria for retaining documents were ambiguous. By tagging with product codes, projects, years, and revision history, current documents were kept on the work side, while completed projects were archived to MAM/DAM. Sharing with clients was limited to necessary areas via URL, and old and current versions were stored separately. 【Case Overview】 ■ Industry: Building materials manufacturer (building materials, supplies, fixtures) ■ Challenge: Old documents remaining at each branch increased storage capacity, and the criteria for retaining documents were unclear ■ Solution: Archived completed projects to MAM/DAM and limited client sharing to necessary areas via URL ■ Effects - It became easier to provide only the latest versions to the field - Reduced the risk of sharing accidents *For more details, please download the PDF or feel free to contact us.

  • Document and Data Management
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Examples of utilizing a document management system that can be sorted by equipment type, unit number, delivery destination, and year.

Examples of utilizing a document management system that can be sorted by equipment type, unit number, delivery destination, and year.

For industrial machinery manufacturers. A case where an environment was established to quickly retrieve necessary materials, achieving speed in on-site response and safe information sharing.

We would like to introduce a case study of our "necfru drive" implementation at Company C, a manufacturer of industrial machinery. The company faced the challenge of field personnel being unable to quickly find the necessary documents. To address this, we organized the information by tagging it according to equipment type, model number, delivery destination, and year. As a result, the time spent searching for documents on-site was reduced, leading to quicker initial responses. Additionally, the provision of documents to customers has been improved to ensure safety and maintain a record of history. [Case Overview (Partial)] ■Challenges - Customer-facing documents were primarily shared as email attachments, making management cumbersome. - On-site personnel referred to outdated versions, resulting in rework. ■Response - Related documents were bundled together for easy one-click access. - Customers were provided with URL links for viewing, allowing control over the scope of access. ＼Free helpful materials available／ *For more details, please download the PDF or feel free to contact us.

  • Storage Backup
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External sharing is limited in scope and can be tracked through logs: Examples of document management system utilization.

External sharing is limited in scope and can be tracked through logs: Examples of document management system utilization.

For aircraft parts manufacturers. Strengthening traceability of manufacturing records, inspection results, and drawings. A case study of achieving long-term storage and access control in the cloud.

We would like to introduce a case study of our "necfru drive" implementation at an aircraft parts manufacturer. The company faced challenges due to large data volumes for each project, which were putting pressure on storage areas, as well as the requirement to present versions and audit trails during audits. To address this, they organized tags by project, part number, process, and inspection type, consolidating the finalized versions into an official repository to fix the versions. As a result, the submission of documents for audit responses became smoother, and the mixing of versions decreased, leading to a reduction in reference errors. [Case Overview (Partial)] ■ Challenges - Concerns about the risk of information leakage when sharing with partner companies - High risk of business interruption during on-premises failures ■ Response Measures - Limited the scope of external sharing and made it traceable through logs - Started small with representative projects and gradually expanded ＼Helpful materials are available／ *For more details, please download the PDF or feel free to contact us.

  • Storage Backup
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[Case Study] necfru MAM/DAM Electronic Components Manufacturer

[Case Study] necfru MAM/DAM Electronic Components Manufacturer

Reduce the hassle of sending ZIP attachments and separate emails! Control document sharing with external partners and clients through URL sharing.

We would like to introduce a case where the external sharing of approval drawings, specifications, and inspection images was reviewed using "necfru MAM/DAM" at an electronic components manufacturer. It had become common practice to send ZIP attachments via separate emails to subcontractors and customers, leading to concerns about sending different model numbers and versions, difficulties in sending large files, and challenges in retaining a history after sharing. After implementation, we organized a tag dictionary by model number, customer, lot, and version, and controlled download permissions while focusing on viewing through URL sharing for external parties. We established an operation that visualizes who viewed what through operation logs. 【Case Overview】 ■ Industry: Electronic components manufacturer (electronic components, semiconductors) ■ Challenges: Concerns about sending different model numbers/versions, difficulties in emailing large files ■ Solution: Fixed sharing to only finalized versions and controlled download permissions through URL sharing for external parties ■ Effects: - Handovers with subcontractors and overseas bases are completed online - It has become easier to provide evidence during inquiries *For more details, please download the PDF or feel free to contact us.

  • Document and Data Management
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[Case Study] necfru MAM/DAM Printing and Packaging Company

[Case Study] necfru MAM/DAM Printing and Packaging Company

Reducing the risk of calibration data mix-ups! A case study on speeding up calibration sharing both internally and externally through URL sharing.

We would like to introduce a case where the sharing of design data, proof PDFs, and image materials within and outside a printing and packaging company was reviewed using "necfru MAM/DAM." Previously, proof data was exchanged multiple times as ZIP attachments, leading to a situation where older data could easily be referenced by mistake due to the increase in versions. Additionally, the inability to send large materials via email and the difficulty in maintaining a sharing history were challenges. We standardized tags by project/brand/item number/version number and fixed the sharing target to only approved data. For external parties, we established an operation focused on viewing through URL sharing, while maintaining a log of viewing/sharing history. 【Case Overview】 ■ Industry: Printing and Packaging Company (Printing Industry) ■ Challenge: Increased versions made it easy to mistakenly reference old data, and sending large materials via email was difficult. ■ Solution: Fixed the sharing target to only approved data and operated with a focus on viewing through URL sharing for external parties. ■ Effects: - Reduced the risk of printing errors due to mix-ups. - Clarified the location of materials during handovers. *For more details, please download the PDF or feel free to contact us.

  • Document and Data Management
  • Document Management Systems

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[Case Study] necfru MAM/DAM Trading Company

[Case Study] necfru MAM/DAM Trading Company

Control the scope of supplier data submission! A case that resolved concerns about misdelivery and version discrepancies.

In a trading company, we would like to introduce an example of reviewing the sharing of suppliers' specifications, drawings, and certificates both internally and externally using "necfru MAM/DAM." The sharing of supplier materials was primarily done through ZIP attachments, and the documents sent varied by recipient, making management complicated. There were concerns about mis-sending and version discrepancies, as well as the time taken to resend past submissions. We implemented tag management based on supplier/product/document type/version and registered only the finalized versions in a repository for sharing. We established an operation that limits the scope by sharing URLs for each recipient, making it visible when and what was shared. [Case Overview] ■ Industry: Trading Company (Trading and Wholesale) ■ Challenge: Different documents sent to each recipient made management complicated, with concerns about mis-sending and version discrepancies. ■ Solution: Registered only finalized versions in the repository and limited the scope by sharing URLs for each recipient. ■ Effects: - Management of submission scope became easier. - Reduced discrepancies in recognition both internally and externally. *For more details, please download the PDF or feel free to contact us.

  • Document and Data Management
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[Use Case] necfru MAM/DAM Robot SIer

[Use Case] necfru MAM/DAM Robot SIer

Separation of completed project videos and materials for long-term storage! A case that made it easier to search for past materials across projects.

This is a case study of utilizing "necfru MAM/DAM" in a robot SIer, where wiring diagrams, program documents, and trial operation videos were separated for long-term storage by project on Google Drive/OneDrive. After project completion, videos and documents remained, putting pressure on storage capacity, and it was difficult to organize materials for partner companies. It was also challenging to search across projects and the reusability was low, along with the synchronization load of large files. Tags were organized by project/customer/process/version, and completed projects were gradually transitioned to MAM/DAM. Related materials were grouped to ensure referenceability, and sharing with partner companies was limited by URL. 【Case Overview】 ■Industry: Robot SIer (Robots) ■Challenges: Videos and documents remained after project completion, putting pressure on storage capacity, making it difficult to search across projects and low reusability. ■Solution: Gradually transitioned completed projects to MAM/DAM and grouped related materials to ensure referenceability. ■Effects: - Made it easier to search for past materials across projects. - Reduced confirmation time during reuse. *For more details, please download the PDF or feel free to contact us.

  • Document and Data Management
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Reducing the risk of version discrepancies and misdelivery: Examples of document management system utilization.

Reducing the risk of version discrepancies and misdelivery: Examples of document management system utilization.

For automobile parts manufacturers. Reducing reliance on password-protected ZIP emails! A case study on reducing the risk of version differences and misdelivery through URL sharing.

This is a case study of reviewing the external sharing of drawings, inspection reports, and specifications at an automotive parts manufacturer using "necfru drive." Previously, the main method of sharing was through password-protected ZIP emails, which posed challenges such as the hassle of sending passwords, the occurrence of version discrepancies, mis-sent emails, and requests for resending. After implementation, tagging was designed based on part numbers, customers, document types, and versions, and sharing was switched to a URL-based method. An operation that visualizes viewing and sharing history through operation logs has been realized. 【Case Overview】 ■ Industry: Automotive parts manufacturer (automobiles and transportation equipment) ■ Challenge: A situation where version discrepancies, mis-sent emails, and requests for resending are likely to occur due to operations centered around password-protected ZIP emails ■ Solution: Tagging based on part numbers, customers, document types, and versions, allowing clients to view only the necessary scope through URL sharing ■ Effects: - Reduced the hassle of sending/resending - Made it easier to track previously sent materials ＼Helpful materials are currently available／ *For more details, please download the PDF or feel free to contact us.

  • Document and Data Management
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Improved searchability through organization by model, process, and revision date: Example of document management system utilization.

Improved searchability through organization by model, process, and revision date: Example of document management system utilization.

For food machinery manufacturers. A case study that centralized information dispersed across the field, leading to the reduction of procedural errors and improvement of operational efficiency.

We would like to introduce a case study of our "necfru drive" implementation at food machinery manufacturer D Company. The company faced challenges such as the presence of paper documents and outdated PDFs on-site, leading to work being performed with incorrect procedures, as well as insufficient dissemination of updated materials sent to customers. To address this, we established an environment where tags were assigned by model, process, and revision date, allowing for smooth access to necessary information. As a result, the risks of procedural errors and mix-ups were reduced, and the organization of training materials progressed, contributing to a shortened period for new launches. 【Case Overview (Partial)】 ■Challenges - Educational photos and videos are scattered across personal PCs - Communication primarily occurs via email attachments, making history management difficult ■Response - By setting permissions for view-only access, on-site staff are strictly limited to "viewing only" - Materials shared with customers are done via URL, ensuring they always have access to the latest version ＼Helpful materials are currently available／ *For more details, please download the PDF or feel free to contact us.

  • Storage Backup
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Reduction of information leakage risk due to shared range errors: Examples of document management system utilization.

Reduction of information leakage risk due to shared range errors: Examples of document management system utilization.

For robot SIer companies. A case where drawings, programs, and trial operation videos are managed collectively by project, enabling secure sharing with partner companies.

We would like to introduce a case study of our "necfru drive" implementation at Company F, a robot SIer. At this company, the management of project documents relied on a folder structure, making it difficult to find necessary information. To address this issue, they established tagging rules based on project name, equipment name, process, and version, and set up permission templates for each partner company before implementing URL sharing. As a result, the preparation of startup documents on-site has become more efficient, and the risk of information leakage due to mismanagement of sharing scopes has been reduced. [Case Overview (Partial)] ■ Challenges - Many partner companies, making management of sharing scopes complicated - Uncertainty about the latest version during startup, leading to rework ■ Response - Consolidated the finalized versions in the drive, shifting on-site operations to a viewing-centric approach - Moved completed projects to the COLD area to optimize storage costs ＼ Free helpful materials available ／ * For more details, please download the PDF or feel free to contact us.

  • Storage Backup
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Separate shared folders for each customer and set permissions - Example of using a document management system.

Separate shared folders for each customer and set permissions - Example of using a document management system.

Case study for trading companies. Tag management of supplier specifications, drawings, and certificates by manufacturer/product. A case where sharing with customers became "safe and limited to only what is necessary."

We would like to introduce a case study of the implementation of our "necfru drive" at Company L, a trading company. At the company, the formats and storage locations of documents were not standardized for each supplier, leading to delays in responding to customer inquiries and resulting in lost opportunities. To address this, we designed tags based on manufacturer, product, document type, and expiration date, and set up separate shared folders (URLs) with permissions for each customer. As a result, the speed of responding to inquiries improved, and the rate of acquiring proposal opportunities increased. Additionally, this has contributed to a reduction in risks associated with sharing errors. [Case Overview (Partial)] ■Challenges - Concerns about the risk of mistakenly sending confidential documents - Difficulty in tracking the location of documents during personnel changes ■Response Measures - Only the latest versions are registered in the official repository for centralized update management - Sharing and viewing history are visualized through operation logs ＼Free helpful materials available／ *For more details, please download the PDF or feel free to contact us.

  • Storage Backup
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Reduction in search time for inspection and construction documents: Example of utilizing a document management system.

Reduction in search time for inspection and construction documents: Example of utilizing a document management system.

For environmental plants. Centralized management of equipment ledgers, inspection records, construction photos, and drawings by equipment ID. A case where access to necessary information remotely became possible even during disasters.

We would like to introduce a case study of our "necfru drive" implementation at K Company in the environmental plant sector. The company faced challenges with inspection records being dispersed between the field and headquarters, making them difficult to reference, and the inability to access materials during disasters when on-site visits were not possible. To address this, tagging was implemented based on equipment ID, location, year, and type of inspection, allowing the field to focus on viewing while restricting downloads to administrators only. As a result, the time taken to search for inspection and construction materials was reduced, and reporting speed improved. Additionally, remote access became possible, contributing to the strengthening of business continuity planning (BCP) during disasters. 【Case Overview (Partial)】 ■Challenges - Photo sharing with partner companies was cumbersome and primarily done via email. - Risks of accidental deletion and device loss were present. ■Response - Partner companies can view only the necessary scope through URL sharing. - A 90-day retention policy and log management simplify responses during troubles. ＼Helpful materials are currently available／ *For more details, please download the PDF or feel free to contact us.

  • Storage Backup
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