Document Management (Systems)
Inhalt
- Document Management
- Document Management Systems (DMS)
- Forms of Document Management Systems
- Search Documents Digitally
- Functions of Document Management Systems
- Advantages of Digital Document Management
- DMS challenges and best practices
- Intuitive Solutions for Simple Document Management
- On-Premise vs. Cloud Solutions
- Archiving and Audit Proofing with DMS
Inhalt
- Document Management
- Document Management Systems (DMS)
- Forms of Document Management Systems
- Search Documents Digitally
- Functions of Document Management Systems
- Advantages of Digital Document Management
- DMS challenges and best practices
- Intuitive Solutions for Simple Document Management
- On-Premise vs. Cloud Solutions
- Archiving and Audit Proofing with DMS
Definition Document Management (Systems):
Document management encompasses the organisation, storage, administration and tracking of documents within a company. The term describes the entirety of strategies and processes for handling documents, while a document management system (DMS) provides the technical platform to support these processes efficiently and securely. A DMS is a specialised software solution developed to automate document management.
Document Management
Document management is the process of managing documents within an organisation. It is a broad term that encompasses all guidelines, methods and strategies used to manage documents, regardless of whether this is done manually or electronically.
Process-orientated:
- Focuses on the processes and procedures for handling documents.
- Includes strategies for classifying, storing, archiving and destroying documents.
Manual or Electronic:
- Can include both manual methods (paper files, physical folders) and electronic methods (file systems on computers).
- Includes organisational policies and procedures for document management.
Objectives:
- Improve efficiency and accessibility of information.
- Ensure compliance with legal and regulatory requirements.
- Support business continuity and processes.
Document Management Systems (DMS)
A document management system (DMS) is a special software solution developed to support and automate document management. It is a technical implementation that electronically supports document management processes..
Software-based:
- A DMS is a technical platform that offers functions for capturing, storing, managing and distributing documents.
- It includes tools and technologies that support the entire life cycle of a document.
Functionalities:
- Digitisation and scanning of paper documents.
- Electronic storage and indexing of documents.
- Access controls and security functions.
- Automated workflows and notifications.
- Versioning and traceability of changes.
Integration:
- A DMS can be integrated with other business systems, such as ERP (Enterprise Resource Planning), CRM (Customer Relationship Management), and other business applications.
- It supports collaboration and the exchange of documents within the organisation.
Forms of Document Management Systems
Document management systems can be divided into four categories. They differ in terms of architecture, functionality and the way in which they are implemented and utilised.
Summary
- File server as DMS: Simple, cost-effective, but limited in functionality and scalability.
- Database-supported DMS: More complex administration, better search and security, suitable for larger organisations.
- Monolithic DMS: Comprehensive, integrated solution with high customisability and control, but also higher costs.
- DMS as a service (SaaS/Cloud): Flexible, scalable and accessible solution with subscription model, no proprietary hardware requirements.
Functions of Document Management Systems
With a digital document management system, the central requirements for clear, practical and secure document management can be fulfilled particularly well. The most important goals and functions are:
- Capture and digitisation:
- Scanning of paper documents using OCR
- Importing electronic documents from various sources
- Storage and organisation:
- Categorisation and indexing of documents
- Use of metadata for easy retrieval
- Storing documents in a central database or in the cloud
- Access and security:
- Defining user rights and access controls
- Ensuring the confidentiality and integrity of documents
- Versioning to track changes and historical versions
- Administration and workflow:
- Automation of work processes (workflows)
- Notifications and reminders for tasks and deadlines
- Collaboration functions for joint document processing
- Archiving and compliance:
- Long-term archiving of documents
- Compliance with legal regulations and standards
- Retention periods and deletion deadlines
Advantages of Digital Document Management
Document management systems have several important advantages over conventional, manual document processing.
Employees spend significantly less time filing and searching for specific documents. Instead, documents are automatically indexed and are always quickly retrievable and available. At the same time, paper consumption is reduced, as are storage, administration, printing and paper costs. Overall, the process becomes significantly more efficient.
Another benefit is better collaboration between several team members, as joint editing and access to documents is possible in real time. In addition, changes can be tracked transparently and responsibilities are easily visible.
Digital document management systems increase protection against unauthorised access and data loss by securing sensitive information through encryption and access controls.
Last but not least, adherence to compliance guidelines as well as legal requirements and standards is also an important argument in favour of using digital document management systems. They greatly facilitate the traceability and auditability of business processes and therefore provide an ideal basis for the legally compliant processing of documents.
Efficiency
Saving of financial, personnel and time resources, reduced processing time
Collaboration
Simple collaboration, more transparency, joint processing, real-time information
Compliance
Compliance with legal standards, facilitation of auditability and traceability
DMS challenges and best practices
Various challenges can arise when introducing a new DMS. The solution strategies for these potential hurdles should be considered and carefully prepared at the beginning of the project planning.
User acceptance
An important factor is that future users accept the new tool and are able and willing to work with it smoothly. Possible offers here include training and sensitising employees to the use of the DMS as well as providing a simple and intuitive user interface.
Data structure
Different file names, sorting or groupings have often developed in the departments of a company. If a shared document management system is implemented, everyone must be able to understand and work with the new system. Keywording or metadata can make this easier, especially if it has been created automatically using artificial intelligence and contains unique values, such as customer or order numbers, cost centres or auditors. In most digital document systems, an intelligent search function is also available, which makes it much easier to find documents regardless of the file name and storage location.
Data migration
Another important point is data migration. Careful planning and transfer of existing documents to the new DMS is crucial. Data integrity must be ensured during the migration.
Seamless interfaces
Integration with other systems is another challenge. A DMS should be able to connect seamlessly to ERP, CRM and other business software in order to carry out all business processes smoothly and efficiently. This requires the use of interfaces (APIs) for data exchange.
Flexibility
Finally, the scalability and adaptability of the DMS are of great importance. The system should be flexible enough to keep pace with the company’s growth. It must also be adaptable to the company’s specific requirements and workflows.
Intuitive Solutions for Simple Document Management
On-Premise vs. Cloud Solutions
On-premise DMS are installed and operated on the company’s own servers and IT infrastructure.
Cloud DMS, on the other hand, are hosted by a third-party provider and made available via the internet.
The choice between on-premise and cloud DMS depends on a company’s specific requirements, budget and security needs. On-premise solutions offer more control and customisation options, but require higher initial investment and ongoing maintenance. Cloud solutions offer flexibility, lower initial costs and better scalability, but require trust in the provider and adherence to compliance requirements.
The table below summarises these key differences and points worth considering when deciding for or against each approach:
Control and security
On-premise: Full control over the servers and data is in the hands of the company. In addition, physical security and IT security measures are managed internally.
Cloud: The data is stored on the cloud provider’s servers. Security and data protection measures are implemented and monitored by the cloud provider. Providers often have to comply with strict security and data protection standards.
Costs
On-premise: An on-premise solution requires a high initial investment in hardware and software. There are also ongoing costs for maintenance, updates and IT staff. Licence costs can also be higher.
Cloud: Cloud DMS requires less initial investment as no hardware is required. The cost structure is usually based on a subscription model (pay-as-you-go).
Customisability
On-premise: An on-premise DMS offers greater flexibility when adapting the system to specific requirements. It is possible to develop customised solutions that are precisely tailored to the needs of the company.
Cloud: The customisation options of a cloud DMS can be limited depending on the provider and package selected. Standardised solutions are often quicker to implement.
Access and scalability
On-premise: The system is usually accessed via the company’s internal network. Scalability may be limited by existing hardware restrictions. Additional hardware is required to expand capacity.
Cloud: Access to a cloud DMS is possible from anywhere and at any time via the internet. Scalability is high, as resources can be quickly adapted as required. Easy integration with other cloud services and applications is also possible.
Compliance
On-premise: An on-premise DMS makes it easier to meet specific compliance requirements, especially for sensitive data. The data remains completely in-house, which may be necessary for certain industries or geographical regions.
Cloud: Cloud DMS providers often have to adhere to internationally recognised compliance standards. Data can be stored across different geographical regions, which can lead to compliance challenges. Compliance with data protection regulations such as the GDPR must also be checked.
Archiving and Audit Proofing with DMS
Audit proofing plays a major role in the processing of business documents. In order to create legal certainty and comply with the necessary legal standards, documents must be stored in an audit-proof, i.e. unalterable, traceable, authentic and secure manner. In case of doubt, an auditor can assess the audit compliance of a digital DMS.
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