Digital document management

Digital document management explained in brief:

Requirements for digital document management

As part of the GoBD, audit-proof storage describes the storage of digital data in terms of correctness, completeness, security, availability, traceability, immutability and access protection. These are to be understood as central requirements for audit security and are recorded in chapter three under "General requirements" of the GoBD guidelines:

Table of contents

Digital document management: How does a DMS work?
What are the advantages of digital document management?
What belongs in document management systems?
Who is digital document management suitable for?
Which departments benefit from digital document management?
Legal compliance of digital document management

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Information management in your company can be revolutionized and greatly simplified in the long term with digital document management. Choosing the right software helps to optimize workflows in your company, ensure compliance and increase the efficiency of document management. In this way, companies can simplify collaboration between their employees, streamline entire work processes and ultimately save costs. By using digital document management systems (DMS), companies can better position themselves in an increasingly networked world.

Digital document management: How does a DMS work?

Document management systems can be divided into four different basic processes that illustrate how they work:

Document capture (scanning)
‍Thisprocess begins with the capture of documents, whether in physical form or already available in digital form. Using scanners or other digital capture devices, the documents are digitized and imported into the DMS.
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‍Structuringand digital filing
‍Thecaptured documents are now organized according to a predefined structure. This structure can correspond to departments, projects or topics, for example. The documents are stored digitally, creating a clear and organized data structure. Good document management systems are not a simple digital reproduction of old folder structures, but modern and digital solutions for your documents.

The fileee DMS software allows you to manage your documents easily. Instead of complex folder structures, you can easily assign tags in fileee, which you can use to organize your documents. You can also find your documents quickly with the full-text search.

Our fileee Spaces also help to structure your filing system. Here you can share documents with other people. The special thing about this is that there are no duplicates in fileee, which prevents confusing document chaos. One and the same digital document can exist in different fileee Spaces at the same time and can be found under different tags. This means you don't have to decide which "folder" to file a particular document in.

‍Sharing, editing and managing
‍Authorizedemployees can access documentswithinthe DMS. This enables data to be released, edited and managed in a controlled environment. Collaboration between colleagues is made easier as several users can work on a document at the same time. fileee Teams allows you to set up a team account, add your colleagues and assign them individual approvals and rights. Depending on their area of responsibility, they are given access to the rights relevant to them and can either only view documents or also edit them and add tags, change metadata or manage spaces.

‍Revision-proofarchiving
A central aspect is the audit-proof archiving. This means that documents must be stored in a form that prevents them from being manipulated or changed at a later date. This is particularly important with regard to legal requirements and compliance.fileee Business enables you to archive your documents in an audit-proof manner and also fulfills the necessary requirements of the GoBD.

What are the advantages of digital document management?

The introduction of a digital document management system brings with it a multitude of benefits that can significantly increase a company's efficiency and overall performance:

Time savings and increased productivity: A centralized DMS system enables employees to find documents in seconds instead of wasting precious time on manual searches. This leads to a significant increase in productivity as less time is spent tracking down information. Employees can focus on value-adding tasks instead.
Space saving and environmental aspect: The transition from physical paper documents to digital formats not only reduces the need for physical storage space, but also contributes to sustainability. Less paper consumption means less waste and a reduced environmental impact. Companies can therefore minimize their ecological footprint and reduce storage and archiving costs at the same time.
Efficient workflows and improved collaboration: A DMS supports the automation of workflows and business processes, which speeds up workflows. In addition, digital document management promotes collaboration and employee satisfaction, as teams can work on documents simultaneously, regardless of their location.
Security and data protection: A centralized DMS system offers advanced security features, including access controls, encryption and authentication. This ensures that sensitive data remains protected and that only authorized persons have access. The ability to set up different levels of access ensures that only those employees who are authorized can access certain documents.
Better information management: Document management software allows information to be managed in a structured and consistent manner. Metadata such as creation date, contact or keywords can be assigned to documents, which enables precise categorization and easier searching. This not only simplifies the organization of information, but also helps to gain valuable insights from the data.
Fast responsiveness: In a constantly changing business environment, the ability to react quickly to customer requests, market trends or internal requirements is crucial. With the help of DMS software, companies can access information in real time and thus react more quickly to changing circumstances.
Long-term archiving and compliance: A digital archiving approach ensures that important documents and information can be stored for the long term without being jeopardized by physical deterioration or loss. In addition, a DMS system supports companies in complying with legal regulations and guidelines, as audit-proof archiving and logging of accesses help to meet compliance requirements.

What belongs in a document management system?

A document management system is made up of a large number of components that together enable efficient document management.

These components include

Document capture: It enables the scanning of physical documents, the import of electronic documents or even the creation of new documents within the document management systems.
Storage and archiving: This involves the secure storage and structured organization of documents in a central database. This ensures that documents are easy to find and protected against loss.
Indexing: Metadata such as keywords, creation date and contact are assigned to the documents. This indexing makes it much easier to search for documents later on.
Search function: The document management software enables a quick and effective search for documents using search terms. This allows users to find the documents they need without having to spend time searching through folders.
Versioning: Changes to documents are easy to track to monitor the history of document changes and access previous information.
Workflow management: Business processes and approval workflows can be automated using DMS software. Document management systems can send notifications when steps in the workflow are completed and ensure that all required steps are followed.
Access control: The DMS system makes it possible to control access to documents. Only authorized users or groups have access to certain documents, which ensures security and confidentiality.
Integration: As a rule, it should be possible to link DMS with other services via interfaces in order to improve the flow of information and collaboration.

fileee offers these important interfaces to other software solutions. This includes, for example, accounting software such as DATEV, lexoffice, Agenda and SevDesk. The integration of cloud storage services also opens up the possibility of seamlessly connecting fileee with various other services.

Who is digital document management suitable for?

Digital document management is a universally beneficial solution that opens up transformative opportunities for companies of all sizes and industries and is the first step towards a paperless office office. Smaller businesses can use this technology to replace manual processes with digital workflows, increasing productivity and reducing space requirements. Medium-sized companies, which often have to deal with growing amounts of data and complex departmental structures, can use a DMS system to organize information centrally, promote smooth communication between teams and speed up processes. Large companies and corporations benefit from the scalability of a DMS, as it enables them to manage the flood of information while ensuring compliance with data protection guidelines and legal conformity.

‍Practical tip: To get to know fileee, we offer you the opportunity to arrange a free demo appointment with us. We will inform you live about the functions of fileee and will of course be happy to answer any questions you may have about our DMS. We will also help you to find the right tariff for you and your company and to develop a suitable DMS structure for you.

Which departments benefit from digital document management?

Digital document management brings many advantages to a company and can have a positive impact on various departments. Here are some departments that can benefit from such a system:
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Management and administration
The administration department is often tasked with capturing, storing and organizing a variety of documents such as contracts, personnel files, financial records and internal communications. Document management software helps to manage these documents efficiently, access them faster and optimize the entire administrative process.

‍Financeand accounting
The finance and accounting department relies heavily on the management of financial documents such as invoices, receipts, statements and tax documents. When switching from manual to digital invoice processing, it makes sense to first digitize your digitize your incoming invoices. Document management systems also simplify the workflow for accounting and auditing by facilitating access to relevant documents, automating approval processes and supporting compliance with financial guidelines. This also helps companies to prepare their annual financial statements optimally prepare and execute their annual financial statements.

‍HumanResources
The HR department manages a wealth of employee data, contracts, training documents and evaluations. DMS software makes it possible to store personnel files securely and centrally, control access to sensitive information and make processes such as employee evaluations or approving leave requests more efficient.

‍Salesand marketing
Sales and marketing often manage sales documents, marketing materials, customer communications and contracts. Document management systems facilitate the sharing of up-to-date sales and marketing documents, speed up the approval process for contracts and enable better tracking of customer interactions.

‍Researchand development
In research and development departments, research results, prototypes, technical documentation and patents are created and managed. A DMS system enables better collaboration between R&D (Research & Development) teams, facilitates access to technical documentation and helps to speed up the innovation process.

‍Customer careand support
Customer care often needs access to customer data, support tickets and service requests. Document management software helps support teams find information faster, improve customer service and reduce response time to customer inquiries.

‍Legaldepartment
The legal department manages legal documents such as contracts, legal assessments and court documents. A DMS system facilitates the search for relevant legal documents, supports compliance with deadlines and contributes to the legal security of the company.

‍Qualitymanagement
Quality management and control departments often need to access quality documents, certificates and test reports. Document management software supports the documentation of quality processes, enables seamless traceability and contributes to compliance with quality standards.

Overall, almost all departments in a company benefit from digital document management systems. Increased efficiency, better collaboration, faster access to information and adherence to compliance requirements are just some of the benefits offered by such a system, which can help to improve the company's performance and competitiveness.

Legal compliance of digital document management

High-quality document management systems for companies are designed to meet audit-proof and legally compliant standards. With features such as audit-proof archiving, document tracking and access logs , a DMS helps to ensure the integrity of documents and support compliance with legal requirements and industry-specific regulations. This is particularly crucial in regulated industries and for companies with legal obligations. Nevertheless, it is important that the DMS system meets the specific compliance requirements of a company and that these requirements are taken into account in the implementation.

‍Note: Digital document management with fileee Business meets the requirements of the GoBD and ensures your company's audit-proof archiving of your electronic documents.
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Any questions?

Digital document management - Frequently asked questions

What role does metadata play in digital document management?

Metadata is key information about a document, such as contact, creation and upload date, keywords and file format. They play a crucial role as they facilitate the search and organization of documents. By assigning metadata, documents can be categorized efficiently and found quickly.

How can a document management system help with collaboration between external partners and suppliers?

A DMS system enables companies to integrate external partners, such as tax consultants and suppliers, into their work processes by granting them targeted access to relevant documents. This promotes collaboration without compromising the security and confidentiality of company data.

Which technologies support the integration of paper documents into a DMS?

Paper documents can be digitized using document scanners, mobile scanning solutions such as the fileee app and subsequent OCR (Optical Character Recognition) and AI technologies. These technologies capture and convert physical documents into digital formats that can be uploaded to a DMS system. Original physical documents can be stored in the fileeeBox can be stored in the fileeeBox.

What impact does the migration from physical archives to a DMS have on workflows?

Migrating from physical archives to a DMS can be time-consuming and resource-intensive at first. However, it leads to more efficient workflows in the long term, as documents can be found more quickly and manual tasks such as archiving and paper management are eliminated.

How does a DMS support compliance with international data protection regulations such as the GDPR?

DMS software offers tools for data protection compliance, such as encryption, access controls and the option to anonymize personal data. These functions help companies to meet the requirements of international data protection regulations. You can find everything you need to know about security at fileee here.

Can a DMS help with the transition to remote working and hybrid working models?

Yes, a DMS supports remote working and hybrid working models by allowing employees to access documents from anywhere. This promotes flexibility and collaboration, regardless of the working environment.

How can companies ensure that their DMS solution is scalable?

The scalability of a DMS solution depends on its architecture and functions. When selecting a DMS, companies should look for a flexible architecture, cloud options and the ability to adapt to growing requirements in order to ensure long-term scalability. It is also worth looking at the price as the team size grows.

How does a DMS affect the long-term archiving of documents?

A DMS facilitates long-term archiving, as documents can be stored in a secure, digital format. This prevents the physical deterioration of paper documents and ensures that important information is preserved over long periods of time.