Document solutions

With the digital record solutions, companies are managing their documents in hierarchical filing structures or within the scope of a transaction processing in a centralized system.

Document solutions

In many companies, paper filing is still an everyday task - at least to a great degree. Large quantities of documents are also stored unstructured on different systems (e.g. file system or mailboxes). However, with the increasing volume of documents and the increase in compliance requirements, this practice is becoming increasingly critical: the growing need for storage space increases the costs and the fundamental problems of storage that still exist, for example, lack of transparency or spatial distribution of employees (”Where is the process/the document file...?”), and fixed filing structures (no virtuality) complicate the search for complex document links (references to other assigned documents).

A modern electronic system for the file and process management stores business-critical documents and information elements centrally and electronically. Using existing metadata, the document files or processes can be displayed in different views for different employees. A document file or process is always available electronically at a defined location and across locations.

The (virtual) creation of files creates the basis for different views which, depending on the business process and situation, present the required documents to the user, for example, to make a decision or to be able to give the customer a quick answer to his questions. The existence of classifying attributes for the individual documents is decisive for the creation of views or (virtual) document files.

User-based views

A DMS or ECM implementation can only reach its full potential when the document pool is comprehensively accessible. If all information on a customer is combined in a document file - this can also be created virtually using a common attribute, for example, the customer number - then different views of the document file can support the caseworker in a situation-specific manner during the work. For example, an employee in the hotline or call center needs access to other documents than an employee in sales or service.

We will be happy to work with you to determine which attributes are required for the individual documents in your company, and then transition these requirements into practice. This way you and your employees will benefit from user-based views - and increased efficiency within the company.

Acceptance of existing documents

When introducing DMS or archiving systems in general, the transfer of already existing paper documents and digitally existing documents (e.g. from a file system) usually has a high priority. From a technical point of view, these takeovers are generally not a problem - however, the acceptance of the users will be strongly oriented towards the possibility of an easy future handling of the documents.

Introduction of a DMS

1

Adoption of Existing Storage Structures

If you adopt an existing storage structure as the primary structure in the DMS, the user will quickly find his way around.
2

User-based Views

However, if someone wants to make full use of the possibilities of a DMS, then one must additionally think about which further navigation options should be made available to the user. Complex processes that span several departments are difficult to force into a single structure. It is therefore necessary to provide the individual users of the various departments with views of the document inventory tailored to their needs.
3

Company Portals

Company portals go one step further: They combine an access to documents/document files (from a specific process view) with the option to also view or operate cross-company processes externally, e.g. within the scope of supplier or customer portals.
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Doctra GmbH
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