Document Management System
Benefits
- Non-structured information under full control
- Documents and data become part of the business processes
- Compliance with legislative requirements and risks reduction
- Increased productiveness and higher work efficiency
- Increased competitiveness and flexibility of the entire organization, faster response to changes
- Compatibility with other technological systems and full integration into the existing infrastructure
At the first place a DMS (Document Management System) solution provides the company with a tool for non-structured information and data management.
Basic principle of DMS is to enable efficient management of any documents or information (electronic files, scanned documents, voice recordings, videos,…), provide environment for managing all additional information (for example the search attributes or links to other documents), and to provide the users with functions for work with documents, including:
- organization of documents into transparent structure
- automatic creation and management of document versions and revisions
- support of multiple users working with one document
- efficient document retrieval
- support of standardized documents creation, data transfer into the document
- creation of dynamic views of the documents
- support of electronic approval and release - workflow
- management of corporate document templates
- recording the history of work with documents
- documents publishing on the intranet
- support of paper documents conversion into electronic form (imaging)
DMS can have various configurations:
- as a separate universal solution for any field
- or in form of a special focused solution emphasizing the specifics in given area. Such solutions comprise – among others the Construction Management which stands on the interface of project management and DMS.
- as a superstructure over ERP systems (mainly SAP)
- with own archiving capacity, remote archiving repository, etc.
Documents are available across the company. Solution spectrum is very broad. The most popular ones include:
- invoices and financial documents (complex processing including the approval workflow)
- agreements (Contract Management)
- design documentation and project management (project managed organizations)
- internal processes and documents (request forms, orders, marketing materials, minutes, directives, etc.)
- production documentation (drawings, production procedures)
- and others
DMS solution is highly scalable and modular, providing a suitable solution for any company type operating in any market segment.
The solution is suitable for all usiness areas.
References:
- Telefonica O2
- Ergo Hestia
- Walmark
- IXTENT
- Penta Investments
- Aegon
