At last, you can keep a clear overview thanks to digital document management
How to manage your documents in a structured, uncomplicated, and audit-proof manner
Documents - probably one of the most important resources in your company. And yet, it’s often not so easy to keep track of everything, meet compliance requirements, and remain efficient. Digital document management provides support.
What is Document Management?
Document Management makes it easier to manage documents electronically. This includes, for example, the processing, filing, archiving, and versioning of documents. Does this sound like a huge paper trail? Yes, but there is another way: with the help of a digital solution: DMS.
What does DMS mean and what is a Document Management System?
DMS is the abbreviation of Document Management System - the central place where all your files are managed. Documents can be edited and stored in it, found, and tracked if needed. What was once complex, disorganized, and error-prone on paper can now be automated and mapped digitally - and across all locations for every person in your company (depending on authorization).
Which tasks can a document management system primarily complete for you?
Company-wide, uniformly structured filing system
Document capture, storage and access
Creation of document history and versioning
Indexing and metadata assignment
Search and find via
keywords or full-text search
Collaboration through the exchange of documents and access to the current status
Seamless integration with other systems (e.g., Office integration, ERP and CRM systems)
How does a DMS work and what should a document management system be able to do?
First, it is important to state: A good DMS can be configured and extended. It is standard software, and yet, it adapts to your needs.
Nevertheless, document management systems are generally based on this principle: The focus lies on the transparent, reliable – and if required, compliant – management of your documents.
A highly functional DMS should meet the following requirements:
Simple, intuitive operation..
...to reduce complexity.
...for uncomplicated, compliant, and, if required, legally binding signatures from anywhere.
...to facilitate swift and timely handling of processes.
...to track document history so you always work with the current version and can compare different versions.
... and ensuring that document cannot be changed, and access rights to meet compliance requirements. This means that you can dispense with the paper-based archiving of countless business documents.
Conversion to a long-term stable data format...
...to be able to use documents even after many years.
Seamless integration with existing systems...
...to access contextual documents and get up and running in a short time. For example, it is possible to access documents belonging to orders, purchase orders, or customers directly from the ERP.
Why install a Document Management System?
The 10 key benefits of a Document Management System
Save time and search quickly
Structured filing and archiving enables the efficient management of documents. Thanks to categorization, indexing, and full-text indexing, you can access information at lightning speed, find documents, and save on the most important resource in your company: your employees' time.
Reduction of errors and increase in process reliability
A DMS reduces complexity and, with this, the error rate: Prevent duplicate filings, work on outdated versions, and misunderstandings due to messy handwriting. Documents are also archived fully automatically through integration with third-party systems. With versioning, you can access older versions if required, ensuring comprehensive document repository.
Do you have some documents in the file system, others in Microsoft Teams, or your email inbox? In the future, instead of using numerous storage locations, you have a uniform, central structure. This facilitates not only your work but that of all departments.
Regulatory compliant processes
Compliance and security are important topics - especially in a regulated environment. In your DMS, you can assign access rights and process personal data in a DSGVO-compliant manner, archive in an audit-proof way, and act in accordance with applicable law.
Getting multiple approvals for a document often takes a lot of effort and ends in frustration. With a DMS, a click of the mouse starts the management or approval process, and you can see at any time who is next in the approval chain. You can also digitally map any type of business process to improve collaboration.
Flexible mobile working
The days of only being able to access your paper files in the filing cabinet at the office are finally over. Because with a DMS, you can access your documents digitally from anywhere and at any time - and even offline. You are in the office today, working from home tomorrow, and on a business trip next week? No problem - because you can work completely independent of location.
Sometimes it is important to be able to trace which steps a document has gone through. That’s why your DMS allows you to view accesses as well as the processing steps without any gaps.
Elimination of paper archives
Audit-proof archiving makes it possible to dispense with paper-based files and folders. Printing, sorting, and physically going to the archive are a thing of the past.
Legally compliant signatures
For many industries, it is more than important to sign in a legally compliant way - it is essential. The right DMS is prepared for this and meets all the requirements for legally compliant signatures.
Proven solutions make it easy to expand your DMS as needed. For example, when it comes to incoming invoice processing, contract management, or quality management.
Now you know the basic principles of a document management system.
Document management systems can facilitate both document-centric and general business processes in almost all business areas. The DMS features are suitable for managing electronic and digitized documents. Typically these are:
in human resources
in finance and accounting
e.g., incoming invoices
for reliable quality management
Of course, these are just a few examples. A DMS can facilitate work in many other areas.
Whether cloud hosting or on-premises solutions: With document management, both are possible, and there are good reasons to choose either variant: Whereas with on-premise, the installation is done on your own internal company server, with a cloud solution, the hosting, maintenance, and servicing are done by a service provider.
More and more companies are opting for hosting in the cloud, even with sensitive data. The secret lies in comprehensive security mechanisms: Cloud system providers deploy large teams whose sole responsibility is to ensure data security and protection.
On-Premises vs. Cloud – the biggest differences
- Local installation on an internal server
- Maintenance servicing, backup, and migration/updates are the responsibility of the company itself
- „On-Site Software“: All data and information are stored exclusively internally at the company
- Acquisition of a user license (purchase or rental possible)
- One-time payment with lower ongoing costs
- The company ensures the reliability of the system
- Deploying an instance on an external server
- The service provider takes care of maintenance, servicing, backup, and further development
- Software as a Service (SaaS): Service providers provide complete infrastructure
- Payment possible as a monthly or annual subscription
- Distribution of total costs over several years
- The provider is responsible for the reliability and the data security of the systems
The introduction of a Document Management System
How does it work?
Goals, timeline, stakeholders, budget: Best-practice approaches and a wealth of experience enable a successful and timely implementation - whether as a standard project or individually. There are important milestones during DMS implementations.
Introduction to the project team
Definition of requirements (if not already done or defined in the requirements specifications) and creation of the project plan with a tailored timeline
Implementation with regular consultations and iterative adjustments
Training for key users and administrators
Service and support
There are numerous providers of document management systems. In choosing a DMS project with YAVEON, you have opted for a joint project. Because we know that the best results can be achieved when the customer and software partner enjoy working together - the chemistry must be right. Combined with the experience, expertise, and know-how of YAVEON consultants, you can expect a Document Management System that is a pleasure to use.
At least as important: the right solution. That is why we have decided to introduce our customers to one of the leading Document Management System providers in Europe.