DMS integrated in ERP - no more searching

According to studies, between 10 and 20 per cent of total working time is spent searching for documents. Datalogs, e-mails - everything disappears into the vastness of storage space. And a company's data volume tends to double every two years. This means that the search effort increases.

Integrate DMS into ERP

A good document management system is the obvious solution. A system that has a clear filing structure and a search facility. Ideally with a full text search or fuzzy search that can find centrally stored documents in seconds.
In order to integrate the DMS (document management system) into day-to-day business and reduce manual effort, document management is used as a add on for ERP systems or is already integrated in the ERP.

Elaborate processes

Because even if the company has a central Document management If a customer enquiry, for example, is not available, the search and processing of a customer enquiry is more time-consuming than it needs to be.
If an employee now wants to process the enquiry, they must first search for it. If no DMS is available, even in the e-mail programme. The enquiry must then be entered in the customerDatabase be noted. An elaborate work process that can be completed with an integrated DMS and a complete solution becomes superfluous.

DMS documents more than documents

The system "documents" all events relating to the offer and every contact. It is sufficient to call up the customer in the ERP to have a complete overview. The DMS, which is integrated into all work processes, not only helps to save time. It also helps to track the individual work steps - what has been done and what still needs to be done.

Automatic processing

Importing documents is also easy: with integrated document management, quotations, orders and invoices are automatically assigned to the respective customers and saved in the system. Excel- and Word documents as well as PDFs can usually be imported using drag-and-drop. Large data records are quickly imported into the system using special DMS scanners. Many ERP systems also have links to the respective e-mail programmes.

Audit-proof filing

In addition to process support, the audit-proof filing of documents is a major issue for DMS. This means that documents should be archived in such a way that the requirements of the German Commercial Code, the principles of proper IT-based accounting systems (GoBS) and other requirements must be met. However, this Revision security not only given by the software solutions. The quality of all information, the proper management of documents and secure operation within the company also play a role. This means that audit-proof document management is not just a matter for the DMS.

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