HOW TO BECOME AN ECO-FRIENDLY COMPANY IMPLEMENTING DMS - DOCUMENT MANAGEMENT SYSTEM

Advantages of DMS - Document Management System

The digital management and archiving of documents has considerable advantages for you. Primarily, companies benefit from the following effects:

Internal office and administrative processes are significantly streamlined and accelerated. This increases efficiency and reduces your administrative costs. Information is provided quickly and is available and retrievable at any time and from any location. Document throughput times are significantly reduced and error-prone double filing is avoided.

A modern DMS integrates all operational processes and connects all departments and organizational areas of your company. This simplifies collaboration, information exchange and knowledge transfer within the company.

All accesses and processing steps are completely traceable and reconstructable for you. This creates transparency and prevents data loss. Automatic versioning eliminates sources of error, as all documents are always available in the latest version. By assigning access rights, your sensitive company data is protected against unauthorized access.

The DMS enables you to archive and manage files in an audit-proof manner and to process personal data in compliance with the German Data Protection Act (DSGVO).

Modern DMS have high security standards to protect your data. Thus, all documents are well protected against unauthorized access.

The reduced paper volume promotes sustainable working and supports the change to a paperless office.

Less Paper

It may not be possible "paperless" with all the regulatory requirements still present in most industries, but offices certainly have the potential to use less paper during the daily routine. Some departments will use more paper than others, but where there is greater awareness of the problem, innovative solutions will follow. And the call was answer by DMS, ECM and EIM

It's all about raising awareness about the process of Documentation Management System and Enterprise Information System and how the implementation of this solutions can provide to the companies increasingly efficiency but a new and complete image in the market.

Digitized documents are an important component for the digital transformation of your company.

What are the requirements to implement DMS in the company ?

For the selection and introduction of a new DMS solution, some prerequisites must be met in your company.

First and foremost these are:

General requirements:

There is a wide range of document management systems to choose from, and prices and conditions vary greatly - depending on the type of operation, scope of functions and service. Here, intensive preliminary research is a prerequisite for choosing the right system.

Companies must clarify a large number of aspects for this:

1. What types of documents exist in the company and how are they currently processed and stored?

2. Which processes should be simplified?

3. Which legal requirements and obligations must be observed when archiving documents?

4. Are there individual needs or industry-specific conditions that must be taken into account?

5. Is a SaaS/cloud solution more advantageous, or is the on-premise software acquisition variant more suitable for the company?

Technical requirements:

The system must be compatible with the existing hardware and IT infrastructure, otherwise investments for new purchases must be planned. Often systems have minimum requirements for the technology used to ensure good performance. In addition, it must be clarified in advance whether the solution offers interfaces to existing solutions such as the accounting software, the CRM system or the industry software. It is also very likely that the purchase of a powerful document scanner is necessary.

Organizational requirements:

Organizational measures must be taken before the document management system is introduced. A DMS optimizes business processes throughout the company. As a result, the previous way of working must be adapted and responsibilities and workflows (re)defined. All employees and departments that are to work with the DMS should therefore be involved in the change process and the decision for a system at an early stage. In addition, your staff must be intensively trained when the solution is introduced.