Document Management System (DMS)

Definition of the term (“What is a Document management system (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 document management system used/needed for? 

In today’s world, it is be­co­ming in­cre­asing­ly dif­fi­cult to ma­na­ge the gro­wing amount of in­for­ma­ti­on in a com­pa­ny in a sus­tainable and trans­pa­rent man­ner. 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 a wide ran­ge of pos­si­bi­li­ties, from the cap­tu­re and sto­rage of in­for­ma­ti­on and do­cu­ments to re­se­arch and dis­tri­bu­ti­on lists.

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 right software for your DMS system

Our di­gi­tiza­ti­on so­lu­ti­ons pri­ma­ri­ly ad­dress do­cu­ment-ba­sed pro­ces­ses in ma­nu­fac­tu­ring, pro­duc­tion and qua­li­ty ma­nage­ment. The ba­sis of the dls | eQMS is a ho­li­stic ECM/DMS sys­tem. The ECM/DMS sys­tem can be con­nec­ted to your exis­ting ERP sys­tem (e.g. SAP) and thus map al­most all do­cu­ment-ba­sed pro­ces­ses in the company.

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

Advantages of a Document management system

A do­cu­ment ma­nage­ment sys­tem fa­ci­li­ta­tes in­for­ma­ti­on ex­ch­an­ge as well as the com­mu­ni­ca­ti­on and col­la­bo­ra­ti­on in an or­ga­niza­ti­on. 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 di­gi­ti­zed 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 cus­to­miz­tai­ons 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.

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