{"id":8668,"date":"2025-03-09T08:29:45","date_gmt":"2025-03-09T08:29:45","guid":{"rendered":"https:\/\/dataglobalgroup.com\/wissensdatenbank\/document-management-system\/"},"modified":"2025-04-07T07:14:23","modified_gmt":"2025-04-07T07:14:23","slug":"document-management-system","status":"publish","type":"knowledge-base","link":"https:\/\/dataglobalgroup.com\/en\/wissensdatenbank\/document-management-system\/","title":{"rendered":"Document Management System"},"content":{"rendered":"    <section\n            class=\"intro-section type-1\"                     style=\"\"\n            >\n                        <div class=\"container\">\n            \n            <!---------  type-1  --------->\n            \n                <div class=\"title-box\">\n                    <h1>What is a document management system?<\/h1>                    <a href=\"https:\/\/dataglobalgroup.com\/en\/products\/document-management-system\/\" class=\"btn\" target=\"_self\">Learn more about windream DMS<\/a>                <\/div>\n                                    <div class=\"txt-box\">\n                        <div class=\"txt\">What does a DMS do for your company?  <\/div>                    <\/div>\n                                <!---------  type-1  --------->\n\n                <!---------  type-2  --------->\n            \n                    <\/div> <!-- container -->\n\n\n        <!---------  type-10  --------->\n            <!---------  type-10  --------->\n\n        \n    <\/section>\n\n    \n\n\n\n<section class=\"txt-section type-2\" >\n    <div class=\"container\">\n        \n                            <div class=\"title-box\">\n                    <h2>DMS for companies<\/h2>\n                                    <\/div>\n            \n                            <div class=\"txt-box\">\n                    <p>The <strong>efficient management of digital documents<\/strong> is a necessity in the modern working world. A <strong>digital document management system<\/strong> (&#8220;<strong>DMS<\/strong>&#8221; or &#8220;<strong>DMS software<\/strong>&#8221; for short) is therefore becoming a <strong>must-have for companies<\/strong> &#8211; and not just for corporations, but <strong>also for SMEs<\/strong>. In this article, you will find out what a digital document management system actually is, what functions it fulfills and what advantages it can offer your company. <\/p>\n                <\/div>\n                        <\/div>\n<\/section>\n\n<section  class=\"features-section\">\r\n    <div class=\"container\">\r\n        <div id=\"def\" class=\"et_pb_with_border et_pb_module et_pb_text et_pb_text_5 et_pb_text_align_left et_pb_bg_layout_light\">\n<div class=\"et_pb_text_inner\">\n<h2>What is a document management system?<\/h2>\n<\/div>\n<\/div>\n<div class=\"et_pb_with_border et_pb_module et_pb_text et_pb_text_6 et_pb_text_align_left et_pb_bg_layout_light\">\n<div class=\"et_pb_text_inner\">\n<p>A DMS is software for creating, organizing, storing, searching and sharing electronic documents in companies. The main objective of a DMS is to enable the <strong>efficient handling of documents<\/strong> and to <strong>manage the entire life cycle of a document<\/strong>. <\/p>\n<p>The introduction of a document management system can contribute to this,<\/p>\n<ul>\n<li>reduce <strong>paper consumption<\/strong>,<\/li>\n<li>increase <strong>efficiency<\/strong>,<\/li>\n<li>improve <strong>compliance<\/strong> <\/li>\n<li>and to promote <strong>cooperation<\/strong> within organizations.<\/li>\n<\/ul>\n<\/div>\n<\/div>\n            <\/div>\r\n<\/section>\n\n\n<section class=\"txt-section type-6\" >\n    <div class=\"container\">\n        \n                            <div class=\"title-box with-circles\">\n                    <div id=\"fundament\" class=\"et_pb_with_border et_pb_module et_pb_text et_pb_text_7 et_pb_text_align_left et_pb_bg_layout_light\">\n<div class=\"et_pb_text_inner\">\n<h2>Document management software: the foundation for the digital workplace<\/h2>\n<\/div>\n<\/div>\n<div class=\"et_pb_with_border et_pb_module et_pb_text et_pb_text_8 et_pb_text_align_left et_pb_bg_layout_light\">\n<div class=\"et_pb_text_inner\">\n<p>&nbsp;<\/p>\n<\/div>\n<\/div>\n                                    <\/div>\n            \n                            <div class=\"txt-box\">\n                    <p>Nowadays, the <strong>majority of business documents<\/strong> (invoices, contracts, orders, etc.) are no longer received in paper form, but digitally. Business correspondence is also increasingly being conducted by <strong>email<\/strong> and &#8211; at the latest since the pandemic &#8211; via <strong>video conferencing tools<\/strong> such as Microsoft Teams or Zoom. <\/p>\n<p>A DMS system plays a key role in this scenario. It offers clear advantages for companies, as it increases productivity, reduces costs and streamlines and optimizes work processes. As part of the digital workplace, it is the foundation on which everything else is built. But what does a document management system actually do?   <\/p>\n                <\/div>\n                        <\/div>\n<\/section>\n\n\r\n<section class=\"posts-section\" >\r\n    <div class=\"container\">\r\n                    <div class=\"posts-slider-img-wrap\">\r\n                <div class=\"posts-slider-img\">\r\n                    <div class=\"item\" style=\"background-image: url(https:\/\/dataglobalgroup.com\/wp-content\/uploads\/2025\/03\/Mockup-Whitepaper-Digital-Workplace-Guide-DE-1.webp);\"><\/div>                <\/div>\r\n                <div class=\"slider-nav\"><\/div>\r\n            <\/div>\r\n                            <div class=\"posts-slider-txt\">\r\n                <div class=\"item\"><h2>Free PDF guide: &#8220;The digital workplace&#8221;<\/h2>\n<p>Further information on the Digital Workplace can be found in the free e-book <strong>&#8220;The Digital Workplace &#8211; A dataglobal Group Guide&#8221;.<\/strong><\/p>\n<p>The e-book is designed as <strong>a guide for companies <\/strong>looking for <strong>information and implementation tips for the digital transformation of their business <\/strong>.<\/p>\n<p>This content awaits you in the Digital Workplace Guide:<\/p>\n<ul>\n<li>What is the Digital Workplace?<\/li>\n<li>What software does it contain?<\/li>\n<li>What advantages for companies?<\/li>\n<li>How is my data protected?<\/li>\n<li>How can the digital workplace be successfully implemented?<\/li>\n<li>How do I inspire and involve my employees?<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<a href=\"https:\/\/dataglobalgroup.com\/whitepaper\/digital-workplace-guide\/\" class=\"btn\" target=\"_self\">Zum kostenlosen Download<\/a><\/div>            <\/div>\r\n        \r\n    <\/div>\r\n<\/section>\n\n\r\n<section class=\"txt-section type-9\" >\r\n    <div class=\"container\">\r\n                    <div class=\"title-box\">\r\n                <h2>The most important functions of document management software<\/h2>\n            <\/div>\r\n                            <div class=\"txt-box\">\r\n                <div class=\"accordion-box\">\r\n                    <div class=\"accordion\">\r\n                                                    <div class=\"accordion-item\">\r\n                                                            <div class=\"accordion-title\">\r\n                                    <strong>Document capture and provision<\/strong>\r\n                                    <span class=\"accordion-icon\"><\/span>\r\n                                <\/div>\r\n                                                                                        <div class=\"accordion-content\">\r\n                                    <p>The basic function is the capture and evaluation of documents and the information and data they contain. If a paper document is available, it is scanned. An electronic document, on the other hand, is captured directly by the DMS software. The documents are then made available to all authorized users for retrieval via a terminal device at any time and from any location.   <\/p>\n                                <\/div>\r\n                                <\/div>\r\n                                                                                <div class=\"accordion-item\">\r\n                                                            <div class=\"accordion-title\">\r\n                                    <strong>Enabling collaborations<\/strong>\r\n                                    <span class=\"accordion-icon\"><\/span>\r\n                                <\/div>\r\n                                                                                        <div class=\"accordion-content\">\r\n                                    <p>A document management system (DMS) facilitates and optimizes collaboration by providing central, versioned documents. Employees can access files simultaneously without overwriting each other. Changes are documented transparently and automatic notifications keep everyone involved up to date. In this way, a DMS ensures structured, efficient and trouble-free collaboration.   <\/p>\n                                <\/div>\r\n                                <\/div>\r\n                                                                                <div class=\"accordion-item\">\r\n                                                            <div class=\"accordion-title\">\r\n                                    <strong>Audit-proof archiving<\/strong>\r\n                                    <span class=\"accordion-icon\"><\/span>\r\n                                <\/div>\r\n                                                                                        <div class=\"accordion-content\">\r\n                                    <p>Audit-proof archiving is an essential component of a DMS. It stores original files so that they cannot be changed, meaning that they are usually legally equivalent to paper documents. This is particularly relevant for audits and legal disputes. Legal advice clarifies which documents must still be stored in paper form, such as opening balance sheets and annual financial statements.   <\/p>\n                                <\/div>\r\n                                <\/div>\r\n                                                                                <div class=\"accordion-item\">\r\n                                                            <div class=\"accordion-title\">\r\n                                    <strong>Integration capability and connection to third-party systems<\/strong>\r\n                                    <span class=\"accordion-icon\"><\/span>\r\n                                <\/div>\r\n                                                                                        <div class=\"accordion-content\">\r\n                                    <p>Modern DMSs can be seamlessly integrated into existing IT systems without major restructuring. You can receive data from third-party applications and use it for document management, while other tools such as ERP or email software can easily access DMS content. <\/p>\n                                <\/div>\r\n                                <\/div>\r\n                                                                        <\/div>\r\n                <\/div>\r\n            <\/div>\r\n            <\/div>\r\n<\/section>\n\n\r\n<section class=\"resource-efficiency-section type-2\" >\r\n    <div class=\"container\">\r\n                <div id=\"vorteile\" class=\"et_pb_with_border et_pb_module et_pb_text et_pb_text_10 et_pb_text_align_left et_pb_bg_layout_light\">\n<div class=\"et_pb_text_inner\">\n<h2>Document management system advantages<\/h2>\n<\/div>\n<\/div>\n<div class=\"et_pb_with_border et_pb_module et_pb_text et_pb_text_11 et_pb_text_align_left et_pb_bg_layout_light\">\n<div class=\"et_pb_text_inner\">\n<p>The introduction of a document management system (DMS) offers many advantages. These can vary depending on a company&#8217;s specific requirements and processes &#8211; but overall, a DMS helps to increase efficiency, improve document security and facilitate collaboration. Here are the most important document management system benefits.  <\/p>\n<\/div>\n<\/div>\n                <div class=\"resource-efficiency-cards\">\r\n                                                <div class=\"resource-efficiency-card\">\r\n                                                    <div class=\"resource-efficiency-card-img-container\">\r\n                                <img decoding=\"async\" src=\"https:\/\/dataglobalgroup.com\/wp-content\/uploads\/2025\/03\/icon-chart-up.svg\" alt=\"\"\/>\r\n                            <\/div>\r\n                                                                            <div class=\"resource-efficiency-card-content\">\r\n                                <h3 class=\"et_pb_toggle_title\">Increased efficiency<\/h3>\n<div class=\"et_pb_toggle_content clearfix\">\n<p>A document management system enables documents to be managed efficiently, which saves time. Search functions, clear structuring and fast access enable employees to find and edit documents quickly. <\/p>\n<\/div>\n                            <\/div>\r\n                                            <\/div>\r\n                                    <div class=\"resource-efficiency-card\">\r\n                                                    <div class=\"resource-efficiency-card-img-container\">\r\n                                <img decoding=\"async\" src=\"https:\/\/dataglobalgroup.com\/wp-content\/uploads\/2025\/03\/icon-open-folder.svg\" alt=\"\"\/>\r\n                            <\/div>\r\n                                                                            <div class=\"resource-efficiency-card-content\">\r\n                                <h3 class=\"et_pb_toggle_title\">Paperless working<\/h3>\n<div class=\"et_pb_toggle_content clearfix\">\n<p>A digital document management system reduces the need for paper. This not only helps to protect the environment, but also saves the space and resources needed to store paper documents. <\/p>\n<\/div>\n                            <\/div>\r\n                                            <\/div>\r\n                                    <div class=\"resource-efficiency-card\">\r\n                                                    <div class=\"resource-efficiency-card-img-container\">\r\n                                <img decoding=\"async\" src=\"https:\/\/dataglobalgroup.com\/wp-content\/uploads\/2025\/03\/icon-laptop-mobile.svg\" alt=\"\"\/>\r\n                            <\/div>\r\n                                                                            <div class=\"resource-efficiency-card-content\">\r\n                                <h3>Mobile working<\/h3>\n<p>A DMS enables mobile working by providing location-independent access to documents. Employees can securely access, edit and share relevant files at any time and from any device. This promotes flexible working models, increases productivity and improves collaboration &#8211; whether working from home, on the move or in the office.  <\/p>\n                            <\/div>\r\n                                            <\/div>\r\n                                    <div class=\"resource-efficiency-card\">\r\n                                                    <div class=\"resource-efficiency-card-img-container\">\r\n                                <img decoding=\"async\" src=\"https:\/\/dataglobalgroup.com\/wp-content\/uploads\/2025\/03\/Icon_Zuverlaessigkeit.jpg\" alt=\"\"\/>\r\n                            <\/div>\r\n                                                                            <div class=\"resource-efficiency-card-content\">\r\n                                <h3 class=\"et_pb_toggle_title\">Improved collaboration<\/h3>\n<div class=\"et_pb_toggle_content clearfix\">\n<p>By making it easy to share, comment on and collaborate on documents, a DMS promotes collaboration between departments and teams.<\/p>\n<\/div>\n                            <\/div>\r\n                                            <\/div>\r\n                                    <div class=\"resource-efficiency-card\">\r\n                                                    <div class=\"resource-efficiency-card-img-container\">\r\n                                <img decoding=\"async\" src=\"https:\/\/dataglobalgroup.com\/wp-content\/uploads\/2025\/03\/icon-window-blau.svg\" alt=\"\"\/>\r\n                            <\/div>\r\n                                                                            <div class=\"resource-efficiency-card-content\">\r\n                                <h3 class=\"et_pb_toggle_title\">Versioning<\/h3>\n<div class=\"et_pb_toggle_content clearfix\">\n<p>A DMS makes it possible to manage different versions of a document. This allows changes to be tracked and older versions to be restored. <\/p>\n<\/div>\n                            <\/div>\r\n                                            <\/div>\r\n                                    <div class=\"resource-efficiency-card\">\r\n                                                    <div class=\"resource-efficiency-card-img-container\">\r\n                                <img decoding=\"async\" src=\"https:\/\/dataglobalgroup.com\/wp-content\/uploads\/2025\/03\/icon-shield-person-blau.svg\" alt=\"\"\/>\r\n                            <\/div>\r\n                                                                            <div class=\"resource-efficiency-card-content\">\r\n                                <h3 class=\"et_pb_toggle_title\">Access control and security<\/h3>\n<div class=\"et_pb_toggle_content clearfix\">\n<p>The DMS enables the implementation of access rights and security measures. Only authorized users are granted access to certain documents, which ensures the confidentiality and integrity of information. <\/p>\n<\/div>\n                            <\/div>\r\n                                            <\/div>\r\n                                    <div class=\"resource-efficiency-card\">\r\n                                                    <div class=\"resource-efficiency-card-img-container\">\r\n                                <img decoding=\"async\" src=\"https:\/\/dataglobalgroup.com\/wp-content\/uploads\/2025\/03\/icon-legal-case-blau-1.svg\" alt=\"\"\/>\r\n                            <\/div>\r\n                                                                            <div class=\"resource-efficiency-card-content\">\r\n                                <h3 class=\"et_pb_toggle_title\">Compliance and audit trail<\/h3>\n<div class=\"et_pb_toggle_content clearfix\">\n<p>For industries that are subject to strict regulations and compliance standards, a DMS offers valuable support in meeting these requirements.<\/p>\n<\/div>\n                            <\/div>\r\n                                            <\/div>\r\n                                    <div class=\"resource-efficiency-card\">\r\n                                                    <div class=\"resource-efficiency-card-img-container\">\r\n                                <img decoding=\"async\" src=\"https:\/\/dataglobalgroup.com\/wp-content\/uploads\/2025\/03\/icon-calendar-clock-blau.svg\" alt=\"\"\/>\r\n                            <\/div>\r\n                                                                            <div class=\"resource-efficiency-card-content\">\r\n                                <h3 class=\"et_pb_toggle_title\">Reduced search times<\/h3>\n<div class=\"et_pb_toggle_content clearfix\">\n<p>Intelligent search functions allow users to find documents quickly and easily. This minimizes the time normally spent searching for information. <\/p>\n<\/div>\n                            <\/div>\r\n                                            <\/div>\r\n                                    <div class=\"resource-efficiency-card\">\r\n                                                    <div class=\"resource-efficiency-card-img-container\">\r\n                                <img decoding=\"async\" src=\"https:\/\/dataglobalgroup.com\/wp-content\/uploads\/2025\/03\/icon-folder-gear-interface-blau.svg\" alt=\"\"\/>\r\n                            <\/div>\r\n                                                                            <div class=\"resource-efficiency-card-content\">\r\n                                <h3 class=\"et_pb_toggle_title\">Workflow automation &#8211; digitize &amp; automate work processes<\/h3>\n<div class=\"et_pb_toggle_content clearfix\">\n<p>Some DMSs offer workflow management functions that make it possible to set up automated processes for the approval, release and distribution of documents. This increases efficiency and reduces manual workflows. <\/p>\n<\/div>\n                            <\/div>\r\n                                            <\/div>\r\n                                    <div class=\"resource-efficiency-card\">\r\n                                                    <div class=\"resource-efficiency-card-img-container\">\r\n                                <img decoding=\"async\" src=\"https:\/\/dataglobalgroup.com\/wp-content\/uploads\/2025\/03\/Icon_Effizienz.jpg\" alt=\"\"\/>\r\n                            <\/div>\r\n                                                                            <div class=\"resource-efficiency-card-content\">\r\n                                <h3 class=\"et_pb_toggle_title\">Scalability<\/h3>\n<div class=\"et_pb_toggle_content clearfix\">\n<p>A document management system is generally scalable and can grow with the company. It can therefore meet the increasing demands placed on document management. <\/p>\n<\/div>\n                            <\/div>\r\n                                            <\/div>\r\n                                    <\/div>\r\n        \r\n                        <\/div>\r\n<\/section>\n\n\n<section class=\"txt-section type-4\" >\n    <div class=\"container\">\n        <h2>Quick document search with a DMS &#8211; how does it work?<\/h2>\n<p>The core function of a document management system is to <strong>store<\/strong> <strong>all company-relevant documents<\/strong> (contracts, invoices, emails, delivery bills, etc.) <strong>centrally<\/strong> and make them <strong>available quickly and easily<\/strong>. In other words, if you need a certain piece of information or a document, you can access it in seconds without having to search for a long time. Whether in the office, at home or on the train. But how can this actually work?   <\/p>\n<p>&nbsp;<\/p>\n<h3 class=\"et_pb_toggle_title\">Indexing and indexing of documents<\/h3>\n<div class=\"et_pb_toggle_content clearfix\">\n<p>Each individual document is <strong>indexed<\/strong> when it is entered into the document management system. The indexes refer to <strong>relevant information<\/strong> such as the client or supplier, the machine identification number or a categorization such as &#8220;invoice&#8221; or &#8220;delivery bill&#8221;. Paper documents are scanned and then also indexed. Simply select the information with which you can <strong>best find<\/strong> the document <strong>via the DMS interface<\/strong>. In a modern DMS, a document can also be <strong>automatically indexed<\/strong>, provided that the necessary additional software solutions are used &#8211; this eliminates the need for manual input by the user.    <\/p>\n<p>&nbsp;<\/p>\n<\/div>\n<h3 class=\"et_pb_toggle_title\">Find the information you are looking for in seconds<\/h3>\n<div class=\"et_pb_toggle_content clearfix\">\n<p>For example, you are looking for a specific invoice. You type a <strong>keyword<\/strong> into the <strong>DMS search function<\/strong> on your tablet that is related to the invoice, e.g. the <strong>invoice number<\/strong> or the <strong>customer name<\/strong>. You immediately get access to the corresponding document or to a list of documents to which your keyword is linked. It&#8217;s just <strong>a matter of seconds<\/strong> before the desired information appears on your end device.   <\/p>\n<p>&nbsp;<\/p>\n<\/div>\n<h3 class=\"et_pb_toggle_title\">Search functions for document research<\/h3>\n<div class=\"et_pb_toggle_content clearfix\">\n<p>The <strong>integrated search function<\/strong> of a DMS makes document searches much easier and offers various options. These generally include search options such as <strong>searching via document types<\/strong>, <strong>searching via the<\/strong> document <strong>indexes<\/strong>, a <strong>quick search<\/strong> with search criteria defined by the user and a <strong>full-text search<\/strong>. This includes not only the content of the documents themselves, but also attached comments. Everything is designed so that the user can find the required documents and information as quickly as possible using the search function.   <\/p>\n<\/div>\n    <\/div>\n<\/section>\n\n    <div\r\n            class=\"your-career-top-image\"\r\n            style=\"background-image: url('https:\/\/dataglobalgroup.com\/wp-content\/uploads\/2025\/04\/DMSGrafiken_brandinggroup_en-1200.png');\"\r\n                ><\/div>\r\n\n\n\n<section class=\"txt-section type-2\" >\n    <div class=\"container\">\n        \n                            <div class=\"title-box\">\n                    <div id=\"mobil\" class=\"et_pb_with_border et_pb_module et_pb_text et_pb_text_14 et_pb_text_align_left et_pb_bg_layout_light\">\n<div class=\"et_pb_text_inner\">\n<h2>Optimal options for mobile working<\/h2>\n<\/div>\n<\/div>\n                                    <\/div>\n            \n                            <div class=\"txt-box\">\n                    <p>With a document management system, you can create and optimize opportunities for <strong>remote working<\/strong> and <strong>working from home<\/strong>. Employees are no longer tied to the office &#8211; they can work <strong>from anywhere and at any time<\/strong> using the <strong>device of their choice<\/strong>. <\/p>\n<p><strong>Collaboration<\/strong> and <strong>shared access to documents and information<\/strong> are not a problem remotely &#8211; on the contrary, they actually improve collaboration. This increases both the flexibility of your employees and the qualitative possibilities for collaboration. <\/p>\n<p>Thanks to various integrated solutions, e.g. for contract management, e-mail archiving or digital invoice processing, you have <strong>all documents, tools and digital processes at your fingertips at all times<\/strong>. Access is possible at any time and from anywhere, as long as you have an Internet connection and a suitable end device. <\/p>\n                <\/div>\n                        <\/div>\n<\/section>\n\n\r\n<section class=\"posts-section\" >\r\n    <div class=\"container\">\r\n                    <div class=\"posts-slider-img-wrap\">\r\n                <div class=\"posts-slider-img\">\r\n                    <div class=\"item\" style=\"background-image: url(https:\/\/dataglobalgroup.com\/wp-content\/uploads\/2025\/02\/1.png);\"><\/div>                <\/div>\r\n                <div class=\"slider-nav\"><\/div>\r\n            <\/div>\r\n                            <div class=\"posts-slider-txt\">\r\n                <div class=\"item\"><h2>The official &#8220;DMS-Guide&#8221; &#8211; Download now for free<\/h2>\n<p>Further information on the topic of document management systems (DMS) can be found in the free e-book <strong>&#8220;Digital Document Management&#8221;.<\/strong><\/p>\n<p data-start=\"0\" data-end=\"181\">The DMS Guide offers an <strong>understandable and at the same time well-founded introduction<\/strong> to digital document management. It is aimed at both beginners and experienced users. <\/p>\n<p data-start=\"183\" data-end=\"374\">This e-book serves as a <strong>practical guide for companies<\/strong> that want to find out more about introducing a document management system. It covers the following topics, among others: <\/p>\n<ul data-start=\"376\" data-end=\"639\" data-is-only-node=\"\" data-is-last-node=\"\">\n<li data-start=\"376\" data-end=\"426\">Basics of digital document management<\/li>\n<li data-start=\"427\" data-end=\"460\">Central functions of a DMS<\/li>\n<li data-start=\"461\" data-end=\"489\">Advantages for companies<\/li>\n<li data-start=\"490\" data-end=\"539\">Criteria for selecting the right provider<\/li>\n<li data-start=\"540\" data-end=\"582\">Successful implementation of a DMS<\/li>\n<li data-start=\"583\" data-end=\"639\" data-is-last-node=\"\">Compact FAQ with answers to the most important questions<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<a href=\"https:\/\/dataglobalgroup.com\/whitepaper\/dms-guide\/\" class=\"btn\" target=\"_self\">Zum kostenlosen Download<\/a><\/div>            <\/div>\r\n        \r\n    <\/div>\r\n<\/section>\n\n\r\n<div class=\"txt-accordion-section default\" >\r\n    <div class=\"txt-box\">\r\n        <div class=\"txt\">\r\n                        <h2>Document management system provider: How to make the right choice<\/h2>\n<p><span style=\"font-size: 16px;\">Your document management system provider should respond to your individual requirements and endeavor to find the right solution for your company. Consider a few factors in advance to help you separate the wheat from the chaff and find the right DMS more quickly: <\/span><\/p>\n        <\/div>\r\n    <\/div>\r\n        <div class=\"accordion-box\">\r\n        <div class=\"accordion\">\r\n                        <div class=\"accordion-item\">\r\n                <div class=\"accordion-title\">Transparency <span class=\"accordion-icon\"><\/span><\/div>\r\n                <div class=\"accordion-content\">\r\n                    Are there transparent prices for the software and the associated services (support, development, etc.)?                <\/div>\r\n            <\/div>\r\n                        <div class=\"accordion-item\">\r\n                <div class=\"accordion-title\">Technical suitability <span class=\"accordion-icon\"><\/span><\/div>\r\n                <div class=\"accordion-content\">\r\n                    Is the DMS capable of mapping the processes in your company?                <\/div>\r\n            <\/div>\r\n                        <div class=\"accordion-item\">\r\n                <div class=\"accordion-title\">Up-to-dateness &amp; scalability <span class=\"accordion-icon\"><\/span><\/div>\r\n                <div class=\"accordion-content\">\r\n                    Is the technology up-to-date and will it be developed further? Is it expandable in terms of functionality so that it is also equipped for new requirements in your company at a later date?                 <\/div>\r\n            <\/div>\r\n                        <div class=\"accordion-item\">\r\n                <div class=\"accordion-title\">User friendliness <span class=\"accordion-icon\"><\/span><\/div>\r\n                <div class=\"accordion-content\">\r\n                    Is the software intuitive or does it require a lot of training? High usability promotes acceptance, low usability creates resistance.                 <\/div>\r\n            <\/div>\r\n                        <div class=\"accordion-item\">\r\n                <div class=\"accordion-title\">Clear requirements defined <span class=\"accordion-icon\"><\/span><\/div>\r\n                <div class=\"accordion-content\">\r\n                    Is it clearly stated which requirements and steps are necessary for the implementation of the DMS at your company (e.g. additional hardware, conversion to the cloud, employee training, etc.)?                 <\/div>\r\n            <\/div>\r\n                        <div class=\"accordion-item\">\r\n                <div class=\"accordion-title\">Legal conformity <span class=\"accordion-icon\"><\/span><\/div>\r\n                <div class=\"accordion-content\">\r\n                    Does the provider&#8217;s software comply with all legal requirements (e.g. GDPR)?                <\/div>\r\n            <\/div>\r\n                    <\/div>\r\n    <\/div>\r\n    <\/div>\n\n\n<section class=\"txt-section type-4\" >\n    <div class=\"container\">\n        <p>If you can <strong>answer &#8220;yes&#8221; to<\/strong> all the questions on this checklist, this is a <strong>very good sign<\/strong>. Nevertheless, don&#8217;t be afraid to <strong>ask<\/strong> the provider <strong>if you don&#8217;t understand something<\/strong> or if details remain unspoken. A document management system is <strong>not an assembly line product<\/strong>, but a complex software solution that should take into account the individual requirements of your company and the people who work with it. The same applies to the service\/support surrounding the product.   <\/p>\n<p>The choice of your DMS should therefore <strong>be well thought out<\/strong> and <strong>accompanied by a good feeling<\/strong>, which usually emerges from your initial discussions with the consultants or other contacts on the provider side. <strong>Effective, transparent communication is the be-all and end-all<\/strong> before you make a decision.<\/p>\n    <\/div>\n<\/section>\n\n\r\n<section class=\"form-section type-1\" >\r\n    <div class=\"container\">\r\n                    <div class=\"form-titles\">\r\n                <h2>Make an inquiry now<\/h2>\n            <\/div>\r\n                <p><script charset=\"utf-8\" type=\"text\/javascript\" src=\"\/\/js-eu1.hsforms.net\/forms\/embed\/v2.js\"><\/script><br \/>\n<script>\n  hbspt.forms.create({\n    portalId: \"139750934\",\n    formId: \"31868628-cc92-4e4e-9e8d-9e71f2f619f3\",\n    region: \"eu1\"\n  });\n<\/script><\/p>\n    <\/div>\r\n<\/section>","protected":false},"excerpt":{"rendered":"<p>The efficient management of digital documents is a necessity in the modern working world. This is where a digital document management system comes into play.<\/p>\n","protected":false},"featured_media":4623,"template":"","class_list":["post-8668","knowledge-base","type-knowledge-base","status-publish","has-post-thumbnail","hentry"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.7 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Document Management System - dataglobal Group GmbH<\/title>\n<meta name=\"description\" content=\"We explain what a document management system (DMS) is \u27a4 Digital archiving, efficient administration &amp; secure document storage\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/dataglobalgroup.com\/en\/wissensdatenbank\/document-management-system\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Document Management System - 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