Digital document management that keeps everything organized

Document management means the database-supported management of electronic documents. It also applies to documents that were only digitalized later down the line.

A document management system (DMS) includes the automatic capturing and storage of documents and information, where the system provides a secure filing location. Documents are also organized and checked – permission checks, versioning, quick searches, and effective collaboration on digital documents.

The main function of a professional DMS is to provide a central, secure, and encrypted repository. It should also be possible to gain mobile access to data via an app or web variant. Plus, creating versions ensures that the original document remains unchanged. Because as soon as a document is changed, commented on, or edited, a new version is created.

Some processes can be automated, for example, document approval. This makes work easier, in particular if the DMS is connected to a third system, such as ERP or CRM.

A company with a good DMS benefits in particular from time and cost savings. The digital management of large document inventories speeds up information searches, makes internal communication more transparent, and optimizes service. At the same time, paper consumption is significantly reduced.

All company-relevant documents should be archived: Invoices, contracts such as work, rental, and loan agreements, documents, e-mails, and all types of files. Digital archiving saves space and means data is always on hand, so information can be accessed quickly. In addition to providing a central filing location for all documents and information, a DMS also forms the basis for regulatory-compliant document archiving.

As soon as a document is filed in the repository, the most important metadata is automatically captured and the document is indexed, i.e. it is given search terms and categorized. This makes searching easier, among other things. The original document status is permanently saved in the system.

Invoices must be filed based on the format in which they arrive. E-invoices must be saved electronically and may not be printed. Paper invoices can be digitalized and digitally archived in compliance with government regulations.