Definition of the term (“What is 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 DMS used for?
Nowadays it becomes more and more difficult to make the growing amount of information in a company sustainable and transparent. DMS Solutions like those of d.velop Life Sciences GmbH, support you in accessing information and documents faster and more efficiently, working with them and providing them precisely. The solutions offer various functions from capturing and storing information and documents down to search and distribution.
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.
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
Discover the suitable software for your dms system
Which functions can be taken over by a DMS solution?
A DMS 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
- Assignment of attributes to documents
Which DMS is the right one and what does it take to introduce a DMS?
The mental decision for an electronic DMS 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 DMS.