DMS analog to digital: Document management in medium-sized businesses
Are you still searching? THE important email in the inaccessible mailbox of individual employees? THE document on different computers or hard drives in different versions?
Or do you already manage it? With a document management system you can archive the growing flood of data transparently, effectively and sustainably.
How does DMS work? An optimal DMS document management system provides an overview of all available files. Word documents, PDFs, audio files, videos, source codes, technical drawings, scanned invoices, quotations and other documents can be displayed and sorted at the touch of a button.
It is an intelligent document management solution that can also handle automated processing of paper-based data with integrated text recognition (OCR/ICR).
The DMS enables the creation and processing, organization, management, archiving, research, protection and reproduction of all relevant files within a company or organization.
Ideally, the DMS system is also available on a mobile basis for internal employees and, via an extended user group, for customers, suppliers and external partners.
A central database stores documents with metadata, such as author’s name, department, title, date, category or status. By searching for these properties, documents can be found quickly and easily in a system.
In addition to a file server, the database is also available for the physical storage of the documents in order to better control individual access rights. For example, a freely definable filing/path definition is possible, so that directory rights can still be used.
What are the goals of a DMS?
- Documents are stored centrally, filed in an orderly manner and can be found quickly
- Contol acces via individual permissions
- Improve acces to documents in a user-friendly way
- Colloaboration within a company is optimized – everyone knows who works when, on what: productivity is increased
- Auditable and legally compliant electonic archiving
What advantages does a DMS offer?
- Higher efficiency
- Reduction of costs
- Data security an compliance
- Protection an future security of a company
Introduction of a DMS
A DMS changes the way people work and use information, the organization within the company and its users. From management to temporary staff, a DMS supports all users in storing existing information consistently and systematically, maintaining it and thus using it effectively.
The complete or partial replacement of paper documents and file folders enables the user to transfer knowledge to an electronic system which can be accessed even after years. Structured processes can thus be automated and sustainably implemented. In order to guarantee the advantages of a DMS throughout, competent training and support of employees during the introduction and implementation of a DMS is recommended.
Digital DMS is environmentally friendly in the long term, 10 liters of water are needed to produce 1 sheet of paper (study by ecosio).
The goal of Sta*Ware BusinessNavigation is the smooth, comprehensive and cross-departmental electronic processing and control of business processes.
Sta*Ware DMS can be used as an independent solution or added to other Sta*Ware solutions such as CRM, ERP, Project Management as a building block to securely map all business processes and data of a company in one system.
For a stand-alone DMS system, appropriate interfaces within the company are necessary to effectively guarantee this electronic processing and to ensure communication with other systems.