DMS integrated in ERP ? no more searching

Between 10 and 20 per cent of the total working time is said to be spent on searching documents, according to studies. Data, protocols, e-mails ? everything disappears into the vastness of storage space. And the data volume of a company 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. Preferably with full-text search or fuzzy search, which can find centrally stored documents in seconds.
In order to integrate the DMS (document management system) into day-to-day business and to reduce manual effort, document management is used as a add on offered for ERP systems or is already integrated in the ERP.

Elaborate processes

Because even if the company has a central Document management If there is no such thing, the search for and processing of a customer enquiry, for example, is more time-consuming than it should be.
If a staff member now wants to process the request, he or she must first search for it. If no DMS is available, even in the e-mail programme. Then the enquiry must 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' everything that happens to the offer and every contact. It is enough 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

Reading in documents is also easy: with integrated document management, offers, 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 read in with drag-and-drop. Large data sets are quickly brought into the system with special DMS scanners. Many ERP systems also have links to the respective email programmes.

Audit-proof filing

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

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