Areas of application
Depending on the processes and their connection to documents, the areas of application of a DMS can be divided into three groups:
Documents are the output of a process - DMS offers support for the creation and management of a documents throughout their lifecycle. These documents also require functionality to electronically approve the document before it is released. This group can include all documents created in the company - orders, requests, contracts, materials for requests/offers, directives, letters to clients, information for the website, project documentation, etc.
Documents are the input that starts the process - here DMS primarily solves the registration of documents, which usually includes scanning and subsequent approval, performed through a workflow. Examples of this group are incoming invoices that are registered, go through the approval process, and are then billed. For these documents it is especially necessary to ensure secure archiving and to prevent their alteration, because the company performs its activities based on them, which must be retroactively demonstrated. In addition to invoices, all incoming documents can be included here. The archiving of all incoming documents is based, for example, on a filing service solution. In the banking sector, clients' requests for various payment operations can be processed on this principle
Documents supporting a given the process - the third group includes, for example, all documents that employees need as a basis for performing their work tasks. It is important for these documents to be easily accessible and searchable. In principle, it is a secure document archive, which consists of most of the documents in the first two groups, which have already been processed and closed, but must still be available to employees. Within a company, these include valid internal regulations, signed contracts, submitted offers, approved orders or invoices, ISO documentation and others.
Of course, these groups have been very simplified. Usually, the areas overlap each other, and the individual documents and processes cross them. A DMS also provides a solution for the secure archiving of all of the documents that are part of it, which ensures access to this information for many years. DMS systems are very flexible and can be customized to meet specific requirements of the customer.