Digital documents as the basis for digitisation
Digital documents as the basis for digitisation
A document management system (DMS) is the important basis for many digitisation projects. Only if the information is available digitally can the subsequent processes also be optimised. What does this mean in concrete terms? For example, if you want to electronically validate an invoice and pass it on for payment, this can only be done if it is available as a PDF. Many processes cannot be digitally mapped on the basis of a paper document.
A DMS system offers many more advantages in daily work. The ten most important plus points are:
1. Quick search
You can find all your documents in seconds. This is possible both on the desktop and mobile. The integrated full text search optimally supports you in difficult search queries. Gone are the days when you first had to fetch a physical folder to provide information.
2. Cross-location
Whether in the home office, in the field or on a business trip, you have access to all necessary information at any time, regardless of location.
3. Process flows
As described at the beginning, processes can be digitised around the DMS system. You benefit from faster and uniform processes, which reduces costs and ensures compliance with quality standards.
4. Collaboration
The shared electronic archive allows important notes and comments to be left behind. It is ensured at all times that everyone has access to the currently valid version of the document.
5. E-mail filing
In many places today, the email inbox becomes the employees' archive. Colleagues who are in charge of the same project have no access to the e-mails or, at best, the same e-mail is saved again in their mailbox. This results in unnecessary storage costs on the one hand, but also in a loss of quality in daily work on the other. Storing e-mails in the DMS system solves these challenges and everyone has access to the same information - with the appropriate access rights.
6. Compliance with data protection regulations
Digital filing ensures the highest level of data security. With the implementation of a rights concept, access and functional rights can be set as required. Access to documents is logged and can be traced at any time. Deletion concepts can also be supported and implemented. This also guarantees compliance with legal requirements such as the DSGVO regulation.
7. Digital signature
The qualified digital signature is increasingly becoming the standard. In order for the document to remain legally valid, the PDF with the certificate must be stored electronically. Such signed documents lose legal validity if you print them out and only file them physically.
8. Less storage space
With a DMS system, both the filing space per workplace and the storage space can be greatly reduced. Workplace concepts such as desk sharing and coworking are also possible at any time.
9. Paper and printer consumption
Both paper and printing costs are greatly reduced with a digital filing system.
10. Environment
On average, a single employee prints out 0.68 trees per year. This value can be greatly reduced through digitalisation. This is an active contribution to the protection of the environment.
Would you also like to digitise?
Do you also want to benefit from the advantages? Take advantage of our free initial consultation. For an initial appointment, please contact me at .
In our white paper you can also find out more exciting and helpful details about digital document management.
https://www.csl.li/it-loesungen/applikationen/dms