Your Questions – Answered: EffiDocX

On 21^st October 2025, we hosted an introductory webinar on EffiDocX.

We’re delighted to introduce EffiDocX, our secure Enterprise Content Management solution designed to support organisations on their digital transformation journey.

With EffiDocX, companies can simplify document control, boost efficiency, and unlock the benefits of smart automation.

✅ Why EffiDocX?

As organisations move toward digital-first processes, many struggle with fragmented information, compliance challenges, and slow document retrieval. EffiDocX can help businesses become securely digital by enabling:

• Cloud-based centralised storage
• Structured and compliant document management
• Fast and secure access to information from anywhere

🤔 FAQS: EffiDocX

We had some questions come up throughout our webinar, including:

1. Is EffiDocX a well-priced product, and how easy is it to install in our systems?

Answer: EffiDocX is offered at a competitive price and comes in various versions tailored to different customer needs, with pricing adjusted accordingly.

With over 1,000 implementations completed, Crown has extensive experience deploying the solution, either via the Cloud or remotely on customer infrastructure. You can be confident that the deployment process will be seamless.

2. Would you supply training to our staff?

Answer: Of course!

Following User Acceptance Testing (UAT), both Admin and Users are trained on the system. Recordings of the training will be provided, and user manuals will be shared with the team for further reference.

3. What is the operational process to move over from hard copy filing to EffiDocX if Crown Information Management currently stores my files? 

Answer: We’re excited to hear that you’re making the transition over to digital!

As your hard-copy files are already stored in one of our facilities, our team will retrieve your cartons and begin scanning all the files. As the scanning takes place, the digitised files will be moved to EffiDocX simultaneously.

4. How are the costs quantified? 

Answer: At a basic level, the pricing includes:

• A one-time cost for implementation
• Training
• User Acceptance Testing
• Go-live of the system.

An annual recurring fee is charged post go-live based on the user license count.

5. How many people can have user access with different access parameters?

Answer: There is no restriction on the user license count in EffiDocX. Every user can have a different access restriction depending on their roles and responsibilities.

6. How are documents named/organised? 

Answer: However you need them to be!

Documents can be organised as per the organisation’s requirement – it could be by department, role, location, etc. The nomenclature is set up for each document type E.g., for invoices – INV_Invoice, which the system will pick up automatically once it is indexed.

7. Is the system GxP validated?

Yes, they are. The validation is applied for systems, processing, compliance, and testing.

8. If I work as part of a team, will the system record my activity and notify/display it to other team members? 

Answer: Activities are logged into the “Activity Log”.

For example, if you are searching for a file, this action would go into the Activity Log with your user name, the file you’ve searched for, and the date/time stamp.

Team members can choose to be notified of any activities carried out by other team members.

9. How is compliance ensured within EffiDocX?

Answer: Preparation is key.

For example, to ensure documents are accurately scanned (i.e., no missing pages or poor quality scans), files are reviewed and prepared for scanning. This includes a quality check once the batch has been scanned to ensure recorded images are readable. However, the quality of the image is subject to the condition of the document. There is a quality adjustment tool available, and in some cases, where documents are damaged, these can be repaired before they are scanned and checked.

10. Is EffiDocX the same as cloud storage? 

Answer: EffiDocX as a solution can be deployed on the Cloud. However, it serves as much more than a cloud storage with its varied set of features and scalability.

In addition to being a cloud-based storage, EffiDocX offers robust search capabilities, role-based access controls, AI-based features for data extraction and interaction, workflows, integrations etc.

11. Can it be integrated with core banking systems like T24? 

Answer: Yes. EffiDocX can be integrated with any other internal system used by an organization via API.

12. Can EffiDocX be intergrated with HR systems, such as Sage? 

Answer: EffiDocX can be integrated with any other internal system used by an organization via API.

Interested in finding our more about EffiDocX? Get in touch with a member of our team today.