iSpec DMS

Intelligent Document & Contract Management

Standardize using templates

Collaborate, negotiate and sign

Store & manage

Define and update clauses or sections once
use them anywhere

Security policy

Employment agreement

Site rules and regulations

General purchasing agreement

A clause can be shared but only needs to be updated in one place and all templates are updated

Sections may be “locked” or editable during contract drafting

CLAUSE-LEVEL CONTROL

Each contract/project is a compilation of individual “template” terms; some of which may be modified to suit each specific project’s requirements (for example, the term, scope etc.). The others are “locked down” or “secured” in order to uphold the organization’s governance and risk management policies (for example indemnity, IPR, and insurance) and are not able to be modified by the project team.

No more forgetting to update state and other regulations

AUTOMATED REVIEW NOTIFICATIONS

Compliance requirements for certain documents are complex. Non-conformance can lead to fines, revoked licenses, and in some cases even criminal liability. Federal and state regulations such as Sarbanes Oxley and HIPAA mandate strict security and privacy guidelines.

All clauses/sections in the template library can be assigned review intervals and will send out automated email notifications to their owners whenever the interval has lapsed so that they can be reviewed to ensure they are current with the business or statutory requirements.

Create multiple language versions of your templates

TRANSLATION NOTIFICATIONS

If the base language clause/section of a template changes, all other language versions will send out email notifications to the various translators to ensure that the other language versions are updated as well.

Granular responsibility for change approval

CLAUSE-LEVEL OWNERSHIP

Each clause or section can be “owned” by a different subject-matter expert in order to ensure compliance with the organization’s governance structure and risk management policies. Only that person is allowed to change or approve changes to that section.

However multiple users can each work on their section of a template at the same time from anywhere on any device.

Use variables for quick contract completion

VARIABLE INSERTION

Templates can contain variables such as [Name], [Address], [Company] etc. which can automatically be inserted during contract creation – either manually or via Salesforce or other importable platforms.

Selectable items/sections allow for quick contract creation

SELECTABLE OPTIONS

Templates can also contain selectable items (options) which need to be selected during project/contract preparation. This means these options are locked-down but the user can select which option(s) they require. During contract preparation, the user is forced to select the required options before the document can be published.

Concurrent editing allows multi-disciplinary teams to create templates quickly

CONTRACT MANAGEMENT

Templates allow for quick and easy contract creation and negotiation

ONLINE CONTRACT NEGOTIATION

Use templates to quickly draft contracts and get them approved before sending them to the other party.

Then invite the customer/supplier to view and comment/negotiate online.

Submit for final approval and lock and sign. Maintain version control and set reminders for contract renewal or cancellation.

Track all communication for future reference

Attachments

Change history

Negotiations

Comments

Each clause/section contains all collaboration data and previousversions for easy retrieval

DOCUMENT MANAGEMENT

Cloud-based so everything is available anytime from anywhere

get in touch!

HOW CAN WE HELP YOU TO GET STARTED?

REQUEST DEMO