DMS Guide: Guide for IT departments and decision-makers
Download our free whitepaper
Efficiency, security and future viability for your IT
Implementing a document management system in the company
The digitization of document processes is no longer a trend, but essential to keep pace with the competition, meet regulatory requirements and make optimal use of your IT resources. Nevertheless, many companies fail to adopt a structured approach when selecting and implementing a document management system (DMS).
Our new guide is aimed specifically at IT departments and IT decision-makers who are faced with the challenge of replacing existing analogue or partially digitized processes with a modern, efficient DMS. It offers you specific recommendations for action, checklists and practical tips to help you successfully manage your project.
Why this guide is indispensable for you as an IT officer
The introduction of a DMS is far more than just a software rollout. It affects the entire organization: processes, data structures, compliance requirements and, last but not least, acceptance by your users. The guide helps you to master this complexity.
✔️ Structured step-by-step instructions
✔️ Best practices from IT projects in numerous industries
✔️ Checklists for analysis, selection and implementation
✔️ Tips on acceptance assurance & change management
✔️ Indicators for measuring the success of your investment
Who is this guide designed for?
- IT managers and IT architects with technical responsibility
- IT project managers who manage digitization projects
- IT consultants and system integrators who advise customers on DMS projects
- Digitization teams that want to transform workflows and filing structures
What you can expect from the DMS Guide: From analysis to evaluation
Strategic preparation
Learn how to carry out a precise inventory of your processes and systems, involve stakeholders and record requirements in a structured manner. This lays the foundation for efficient implementation.
Target definition & workflows
The guide shows you how to define realistic target processes and make optimum use of the possibilities of a DMS – including practical examples from typical company processes such as invoice processing.
Provider and system selection
You will receive a detailed checklist of what really matters when it comes to technology, integration, architecture, compliance, usability and support. This will help you avoid making expensive mistakes.
Implementation
From technical provision to data migration, interface connection and go-live – the guide explains all the relevant steps from an IT perspective.
Evaluation and optimization
Which indicators show you success? How do you make adjustments? With clear KPIs, you can keep track of ROI and process improvements.
Your benefits from reading
✅ Sound basis for decision-making: Make technology and provider decisions on the basis of structured criteria, not on the basis of promises made in sales talks.
✅ Minimized project risk: Through a structured approach, clear milestones and evaluation indicators.
✅ Fast return on investment: Optimize workflows sustainably, reduce throughput times and increase transparency and compliance within the company.
✅ High acceptance among users: Thanks to tried-and-tested change management strategies and tips for motivating your employees.
✅ Time saving: Save yourself weeks of research – use the bundled knowledge of experienced DMS project teams.
DMS for IT: Your next step
The introduction of a DMS is a project with far-reaching effects on processes, compliance and the working methods of all employees. It is worth approaching it systematically and strategically.
Request your free guide now and start your DMS implementation with maximum planning security.
Excerpt from the DMS Guide
What is a document management system (DMS) – and why does it belong in your IT landscape?
A DMS or document management system comprises the electronic capture, processing, management and legally compliant archiving of documents in a database. These are then made available via the system – every authorized member of the organization receives access from any location and at any time via corresponding end devices such as smartphones, tablets or desktop PCs. The DMS captures documents that are already available in electronic form directly, while paper documents are easily fed into the system via document scanners.
Indexing and indexing of documents
Imagine it like this: You are looking for a specific invoice. You type a keyword into the DMS search function on your tablet that is related to the invoice, e.g. the invoice number or the customer name. You immediately get access to the corresponding document or to a list of documents to which your keyword is linked. It’s just a matter of seconds before the desired information appears on your end device.
Each individual document is indexed when it is entered into the DMS. These keywords or indexes refer to information relevant to the content, such as the name of a client or supplier, the identification number of a machine or a designation such as “delivery bill” or “invoice”. Paper documents are scanned and then also indexed. “Allowed” is any information that helps you to find the file easily via the DMS interface. In a modern DMS, a document can also be automatically indexed, provided that the necessary additional software solutions are used – this eliminates the need for manual input by the user.
Find the information you are looking for in seconds
Keywording or indexing of documents Imagine it like this: You are looking for a specific invoice. You type a keyword into the DMS search function on your tablet that is related to the invoice, e.g. the invoice number or the customer name. You immediately get access to the corresponding document or to a list of documents to which your keyword is linked. It’s just a matter of seconds before the desired information appears on your end device.
Technical integration into your IT landscape
As every company has a variety of systems in use (ERP, Outlook, Teams, financial accounting software, etc.), some of which have more to do with documents than others, a DMS has the corresponding interfaces. This ensures seamless integration in order to transfer the required data to the DMS. This is a clear advantage of a modern document management system: it adapts to your existing system architecture and does not require costly restructuring, which in the worst case could turn half your company upside down. DMS are generally technically open systems that provide developers with interfaces that can be “tapped into”. This means that third-party applications can access the content of the DMS without restriction and use it for their own purposes, provided the user has granted authorization. Conversely, the DMS can also receive data from third-party applications and use it for indexing documents, for example.
[…]
FAQ about the guide
How comprehensive is the guide?
The guide contains over 20 pages of practical knowledge, checklists and project tips.
Is the guide really free of charge?
Yes, you can access the guide free of charge.
Does the guide replace professional advice?
It provides you with a solid basis for evaluating providers in a structured manner and optimizing your internal project preparation. For more in-depth process workshops, we also recommend a discussion with our experts.
Conclusion: Your key to a successful DMS implementation
A document management system offers enormous potential: time savings, faster workflows, greater data security and compliance as well as relief for your IT infrastructure. But you can only leverage this potential with a clear analysis, structured implementation and professional support.
Our guide provides you with the knowledge you need to successfully implement your DMS project from start to finish. Benefit from tried-and-tested strategies and digitize your processes sustainably.
Download our free whitepaper now and discover more.