Document Management System (DMS)

Advantages of a document management system

A do­cu­ment ma­nage­ment sys­tem fa­ci­li­ta­tes in­for­ma­ti­on ex­ch­an­ge as well as the com­mu­ni­ca­ti­on and col­la­bo­ra­ti­on in an or­ga­ni­sa­ti­on. Thus, it ser­ves 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 cos­ts of pa­per, print and delivery
• Re­du­cing search times
• Re­du­cing time ex­pen­dit­u­re th­rough op­ti­mi­zed processes
• Re­du­cing ar­chi­ve 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 be used in a va­rie­ty of ways th­roug­hout the com­pa­ny.
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 how does the introduction of a document management system take place? 

The men­tal de­cis­i­on for an elec­tro­nic DMS is the first step towards a di­gi­ti­sed fu­ture. Ho­we­ver, im­ple­men­ting a do­cu­ment ma­nage­ment so­lu­ti­on is a chall­enge for many com­pa­nies. Thus, an ana­ly­sis of the exis­ting do­cu­ment and in­for­ma­ti­on pro­ces­ses is re­qui­red at first. One of the most im­portant de­cis­i­on-ma­king cri­te­ria for DMS pro­vi­ders is the soft­ware’s ran­ge of func­tions (scan­ning, ar­chi­ve, e‑mail ar­chi­ve, do­cu­ment ma­nage­ment, do­cu­ment search, file ma­nage­ment, work­flow ma­nage­ment), the user-fri­end­li­ne­ss and the DMS soft­ware’s adaptability.

Which pre­pa­ra­ti­ons can you take over for the introduction?

• Crea­te a spe­ci­fi­ca­ti­on sheet for the do­cu­ment ma­nage­ment system
• 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 cus­to­mis­taions to your re­qui­re­ments. Ha­ving im­ple­men­ted your de­si­red ch­an­ges, the soft­ware is tes­ted. Fi­nal­ly, the soft­ware is re­leased and your em­ployees are trai­ned on the new do­cu­ment ma­nage­ment system.