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.