LuitBiz DMS - Best DMS in Australia

How can LuitBiz DMS help companies in Australia?

In Australia, with laws and regulations like Privacy Act 1988, Privacy Regulation 2013, AS ISO 15489, General Records Authority, AGLS Metadata Standard, AS/NZS ISO 16175, Australian Government Recordkeeping Metadata Standard (AGRkMS), Digital Continuity 2020 policy etc, the need for a well-structured records management system in business is paramount. Enforcement for noncompliance can be severe, including subpoenas, legal actions, and costly penalties. Some of the document related compliances required in Australia are:

Requirements under the Privacy Act 1988

Open and transparent management of personal information
Anonymity and pseudonymity
Collection of solicited personal information
Dealing with unsolicited personal information
For serious or repeated privacy breaches under the Australian Privacy Act 1988, non-corporate entities face a maximum penalty of $2.5 million, while companies can face penalties of $50 million, three times the value of any benefit obtained, or 30% of their adjusted turnover, whichever is greater.

Requirements under the Privacy Regulation 2013

Protection of data privacy and open and transparent management of personal information
Organizations need to take reasonable steps to destroy or de-identify personal information once it is no longer needed or required to be held.
Non-compliance with the Privacy Act 1988 (Cth) and the Privacy Regulation 2013 in Australia can lead to significant penalties, including fines of up to AU$2.5 million for individuals and potentially AU$50 million or 30% of adjusted turnover for corporations, depending on the severity and nature of the breach.

Requirements under AS ISO 15489

Retention schedule complies with up-to-date laws and regulations
Indexing accuracy and accessibility of documents
Manage a document as a record in a recordkeeping system with relevant associated metadata
Protection and preservation of records
Timely & consistent destruction of inactive files
Non-compliance with the recordkeeping policy may result in action, ranging from counselling to formal disciplinary proceedings

Requirements under the General Records Authority (GRA)

GRA 31 requires destruction of physical records for common organisational practices like public interest disclosure, public or official inquiries, outsourcing arrangements, contract under seal/deeds etc after they have been successfully migrated to electronic records management system in order to support the Digital Continuity 2020 policy and the Australian Government Digital Transition Policy
Non-compliance can lead to penalties, including potential civil penalties

Requirements under the Australian Taxation Office

Management of all business records of all transactions relating to tax, superannuation and registration affairs during the lifetime of the business operations electronically
Most of these records need to be maintained for atleast 5 years from the date of creation of the record
These records must be readily available when ATO officials ask for them in a secure electronic framework
Non-compliance can lead to administrative penalties (fines), interest charges or criminal prosecutions

Requirements under AS/NZS ISO 16175

Records that must be maintained and preserved must be available to be produced or reproduced in digital format along with the different versions of the documents throughout their entire lifecycle
Eventual destruction or permanent preservation of documents and records should be ensured while retaining integrity, authenticity and accessibility
Non-compliance can lead to business consequences, such as decreased quality, diminished productivity, and potential legal issues

Requirements under Australian Government Recordkeeping Metadata Standard (AGRkMS)

All business systems should consider available metadata elements and document them as part of any recordkeeping assessment.
There must be a searchable index of stored data and metadata elements
Data must be readily retrievable and viewable
Metadata elements should be available as required to ensure compliance
Non-compliance can lead to difficulties in finding, retrieving, and managing records, potentially impacting accountability, transparency, and the ability to meet legal and business obligations.

Requirements under the Good Manufacturing Practice (GMP) Act

All documents related to the manufacture of intermediates or APIs should be prepared, reviewed, approved, and distributed according to written procedures in paper or electronic form.
Revision histories of all documents and audit trails must be maintained
Non-compliance can lead to serious consequences, including cancellation of your therapeutic goods from the Australian Register of Therapeutic Goods (ARTG), seizure of goods, and potential criminal prosecution

Requirements under FDA 21 CFR Part 11

Protection of records to enable their accurate and ready retrieval throughout the records retention period
Time stamped audit trails of documents must be maintained
Document approval processes must be streamlined with electronic signature
Non-compliance can lead to FDA citations, warning letters, and potentially more severe actions like fines, permit suspension, or even criminal charges, especially if the non-compliance is severe or frequent.

Non-compliance is far more costly in Australia

Non-compliance with records management in Australia can result in significant financial penalties, reputational damage, and operational disruptions, with fines for employers reaching up to A$630,000 per contravention and A$126,000 for individuals.

Keeping all these requirements in mind, LuitBiz DMS is best suited for companies in Australia because LuitBiz DMS offers:

Mobile Friendly

The number of smartphone users in Australia was estimated to be around 33.59 million in 2024 which is equivalent to 126.4 percent of the total population. LuitBiz DMS is completely responsive and can be accessed via any mobile device connected to the Internet making it a very practical document management system for the Australian market.

Easy to learn & get started & Support for multiple locations

Every screen of LuitBiz DMS has audio and video guides that helps users get started with the system within minutes of signing up. This is very practical for US companies who can save a lot of training time of their employees.

LuitBiz DMS supports multiple business locations. There is no limit on the number of business locations that can be added to LuitBiz DMS

Automatic OCR for scanned documents

Most US companies have a sizeable amount of paper documents that need to be digitized and stored in a document management system for easy retrieval. The automatic OCR feature of LuitBiz DMS indxes your scanned documents without having to upload 2 copies - one image and the other OCR copy of each document. You only need to upload your scanned image in LuitBiz DMS!

Automatic version control

In Australia, 19.8 % of business time – the equivalent of one day per working week is spent by knowledge workers looking for the right document. The built-in version control system of LuitBiz DMS helps you maintain complete historical records of all the different versions of the documents with complete document usage history

Easy to configure workflow for document approvals & Retention Periods

The easy-to-configure workflow feature of LuitBiz DMS helps automate approval processes without any manual intervention significantly reducing document turnaround time. Additionally, LuitBiz DMS allows users to configure document retention periods for statutory compliances.

Voice Approval With Mobile Devices

The Voice-to-text feature of mobile browsers is very useful for approvers who can approve documents while on the move via their mobile devices without even having to type their approval comments

Easy search & document knowledge

Professionals in Australia spend 49% of their time searching for documents and their related information while 33% struggle with the document versioning. LuitBiz DMS allows you to store and search information not included in the body of the document. This saves a lot of time as already researched and collected information do not get lost and can be retrieved immediately

LuitBiz DMS helps you free up your knowledge worker's time spent in chasing trails of paper documents and increases their productivity by around 50%!

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