Document Management System (DMS)

Definition of the term (“What is DMS?”)

A do­cu­ment ma­nage­ment sys­tem (DMS) can be un­ders­tood as the ma­nage­ment of elec­tro­nic do­cu­ments in a da­ta­ba­se. In the DACH re­gi­on, it is also un­ders­tood as the ma­nage­ment of ori­gi­nal pa­per do­cu­ments which were di­gi­ti­zed in elec­tro­nic systems.

What is a DMS used for? 

No­wa­days it be­co­mes more and more dif­fi­cult to make the gro­wing amount of in­for­ma­ti­on in a com­pa­ny sus­tainable and trans­pa­rent. DMS So­lu­ti­ons like tho­se of Di­gi­tal Life Sci­en­ces GmbH, sup­port you in ac­ces­sing in­for­ma­ti­on and do­cu­ments fas­ter and more ef­fi­ci­ent­ly, working with them and pro­vi­ding them pre­cis­e­ly. The so­lu­ti­ons of­fer va­rious func­tions from cap­tu­ring and sto­ring in­for­ma­ti­on and do­cu­ments down to search and distribution.

Pro­ces­ses such as pro­ces­sing pa­per-bound do­cu­ments, fil­ing, ca­ta­lo­ging, sear­ching and re­trie­ving take up a si­gni­fi­cant part of the dai­ly work. Di­gi­tal ar­chi­ving and an elec­tro­nic do­cu­ment ma­nage­ment sys­tem (eDMS) are of gre­at ad­van­ta­ge for ma­king work­flows more ef­fec­ti­ve and si­gni­fi­cant­ly im­pro­ving other pro­ces­ses. Pro­fes­sio­nal do­cu­ment ma­nage­ment sup­ports you with di­gi­tiza­ti­on and administration.

Discover the suitable software for your dms system

Our di­gi­ta­liza­ti­on so­lu­ti­ons pri­ma­ri­ly ad­dress do­cu­ment-ba­sed pro­ces­ses in ma­nu­fac­tu­ring, pro­duc­tion and qua­li­ty ma­nage­ment. The ba­sis of the d.3 life sci­en­ces sys­tem is an in­te­gra­ted ECM/DMS sys­tem. The ECM/DMS sys­tem can be lin­ked to your exis­ting ERP sys­tem (e.g. SAP), thus en­ab­ling you to im­ple­ment al­most all do­cu­ment-ba­sed pro­ces­ses in your company.

Live insight into the GxP-compliant document management system of Digital Life Sciences

Advantages of a DMS

A do­cu­ment ma­nage­ment sys­tem fa­ci­li­ta­tes in­for­ma­ti­on ex­ch­an­ge as well as the com­mu­ni­ca­ti­on and col­la­bo­ra­ti­on in an or­ga­niza­ti­on. This it ser­vers as a ba­sis. Mo­reo­ver, it in­crea­ses the ef­fi­ci­en­cy and mo­ti­va­ti­on of your em­plyees. Fur­ther­mo­re, it can help you to re­du­ce cos­ts on se­ve­ral levels.

Ad­di­tio­nal ad­van­ta­ges include:

  • Re­du­cing pa­per, print and de­li­very consts
  • Re­du­cing re­se­arch times
  • Re­du­cing time ex­pen­dit­u­re th­rough op­ti­mi­zed processes
  • Re­du­cing phy­si­cal space
  • Com­pli­ance with le­gal requirements
  • Ac­ce­le­ra­ting busi­ness processes
  • Re­du­cing load on e‑mail mailboxes
  • Cen­tral data storage
  • Ver­si­on con­trol and au­dit-com­pli­ance

Which functions can be taken over by a DMS solution? 

A do­cu­ment ma­nage­ment sys­tem can used in va­rious ways across an or­ga­niza­ti­on.
It of­fers the fol­lo­wing functions:

  • Au­to­ma­tic sto­rage of out­bound documents
  • Au­to­ma­tic fur­ther pro­ces­sing of in­bound do­cu­ments in an ERP system
  • Cap­tu­ring and scan­ning do­cu­ments and records
  • Search op­ti­ons
  • Au­dit-com­pli­ant sto­rage of do­cu­ments und e‑mails
  • Case-re­la­ted fol­der management
  • Work­flows
  • As­sign­ment of at­tri­bu­tes to documents

Which document management system is the right one and what does it take to introduce a DMS?

The men­tal de­cis­i­on for an elec­tro­nic do­cu­ment ma­nage­ment sys­tem is the first step towards a di­gi­ti­zed fu­ture. Ho­we­ver, in­tro­du­cing a do­cu­ment ma­nage­ment so­lu­ti­on po­ses a gre­at chall­enge for many or­ga­niza­ti­ons. Thus, an ana­ly­sis of the exis­ting do­cu­ment and in­for­ma­ti­on pro­ces­ses is re­qui­red at first. The func­tion ran­ge of the soft­ware (scan­ning, sto­rage, e‑mail ar­chi­ve, do­cu­ment ma­nage­ment, do­cu­ment ser­ach, fol­der ma­nage­ment, work­flow ma­nage­ment) and the user fri­end­ly­ness and the ad­ju­s­ta­bi­li­ty of the DMS soft­ware are among the most si­gni­fi­cant cri­te­ra to find a sui­ta­ble DMS vendor.

Which pre­pa­ra­ti­ons can you take over for the introduction?

  • Crea­te a spe­ci­fi­ca­ti­on sheet for the DMS
  • De­fi­ne work pro­ces­ses, ac­cess sche­mes and rights managements
  • De­fi­ne in­ter­faces to other sys­tem in your IT environment
  • De­fi­ne an im­ple­men­ta­ti­on strategy
  • Spe­ci­fy the data mi­gra­ti­on (which data is to be trans­fer­red to the new system)?

Once the de­cis­i­on for a DMS ven­dor and the cor­re­spon­ding do­cu­ment ma­nage­ment sys­tem has been made, the tech­ni­cal im­ple­men­ti­on starts ba­sed on the spe­ci­fi­ca­ti­on sheet and the soft­ware is in­stal­led on the re­spec­ti­ve ser­vers. The fur­ther pro­ce­du­re is de­fi­ned by the con­fi­gu­ra­ti­on and the cus­to­miz­tai­ons to your re­qui­re­ments. Ha­ving im­ple­men­ted your de­si­red ch­an­ges, the soft­ware is tes­ted. In the end, the soft­ware is re­leased and your em­ployees are trai­ned for the new do­cu­ment ma­nage­ment system.

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User Requirement Specification (URS)

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