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Document Management
Enhance productivity with a DMS/ECM: automate document handling, reduce costs, and gain a 360-degree view of essential business information
Decisive factors for business success are efficient processes, the availability of information regardless of time and place and its automated processing. The digital management of documents and information content with a DMS/ECM system plays a significant role in this. At the same time, documents still represent the greatest challenge in efficient management, as they arrive at the company through different input channels and are largely still physically based.
The introduction of a document management system (DMS/ECM) offers various advantages and helps companies to implement digitalization initiatives. A DMS not only offers improved document organization and therefore better availability of important company information, but also the opportunity to optimize processes and take key steps for the future with the use of AI technologies.
A DMS covers the entire life cycle of documents, from creation to destruction. This means from receipt (via post, e-mail) into the company, through various document versions, team collaboration with the use of workflows, potential archiving and deletion after the legal retention periods have expired. A DMS/ECM system thus optimizes workflows and offers increased productivity and information capability.
INPUT Management
A large number of different documents arrive at your company every day via various input channels such as physical inboxes or email inboxes. These documents need to be processed securely and efficiently. Stop wasting time processing these documents manually and rely on automated document recognition and processing instead.
- Recognition using artificial intelligence (AI)
- Automated classification and verification
- Intelligent data extraction and processing (OCR)
Business-relevant information must be securely extracted from a wide variety of business documents such as invoices, orders, opening applications, credit applications and many more and transferred to subsequent business processes. Automated document recognition provides you with the following added value:
- Reduction of process costs
- Elimination of error sources
- Optimization of digital processes
The data import, or the utilization of this data, from legacy systems such as ERP, CRM can then be used in DMS/ECM systems for different requirements. This may be for a comparison for data validation of incoming documents or for adding necessary information to the document metadata. At the same time, information such as customer data from a legacy system can also be displayed in the electronic dossier as additional data to show employees the overall context of a file or business transaction (see CORE Management).
Web-based electronic forms enable processes to be started outside the company. These can be, for example, opening enquiries from customers or interested parties which then trigger a case or workflow process in the DMS/ECM (entry into digital mailroom, electronic dossier).
CORE Management
A DMS/ECM gives the clerks a 360-degree view of case-related documents and their correspondence. All documents are centrally available to all employees in an electronic file, which improves the availability of information and simplifies the daily work of customer counselling. This solution makes document processes many times more efficient and customer enquiries can be processed faster and with higher quality.
- 360-degree view of case-related documents by dynamically linking related information from specialized applications (legacy systems), input management, business process management, customer communication management and electronic archives.
- Document research, dossier presentation and case management (incl. information from specialized applications)
- Integrated viewer for document display (annotations & comment functions)
- Intuitive, user-friendly searching, filtering, sorting and display (AI & LLM supported searches)
- Check-in/out and document versioning (audit trail)
- Fileplan archiving and records management
- AI-powered algorithms enable the rapid retrieval of relevant information through semantic search and natural language processing (NLP)
Supplements existing content systems and specialized applications with functions for processing documents and files (drop zone, case processing, document bundling, comment function, multi-export (merging), Excel export, Outlook add-in, Office integration, offline mode, etc.).
DMS/ECM
The DMS/ECM offers fully integrated case management for processing business transactions. In contrast to a workflow/BPM process, a case process is more ad hoc orientated and not subject to a strictly predefined process. Employees can execute case-specific processes in a controlled and monitored manner. Of course, it is also possible to integrate clearly defined processes in the DMS using workflows/BPM to map structured processes.
Typical fields of application for document management / intelligent information management:
OUTBOUND Management
Outbound or Customer Communication Management (CCM) is not directly part of the core of DMS/ECM. However, new documents can also be created within the business processes that also need to be placed in the context of information within the DMS/ECM.
This can be mass output (account statements, invoices, etc.), which is generated from data from a legacy system and then stored in the electronic dossier in the DMS/ECM. At the same time, output can also be generated individually and customized through interaction with users. Guiding user through intelligent document creation steps allow to speed up the whole process while ensuring necessary content and structure are compliant with company directives and requirements.
By managing all documents (incoming or self-generated) within the DMS/ECM, a 360-degree view of all necessary information and data is made possible.
DMS/ECM Product Suite
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Jan Steuerwald
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