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Document Management System in Business Processes

Every company has to deal with many incoming, internal and outgoing document and information flows. These streams are often a mix of structured and unstructured data. It's extremely important for operational management that all data is handled with care. The management, formation and completion of files with correspondence, emails, presentations and other documents must be carefully recorded, archived and secured. Central, secure storage and access to information, the creation of an optimal collaboration platform and modern communication are important pillars in this.

A document management system (DMS) manages, digitizes, structures and streamlines all documents so that processes can run more efficiently. Very strict security settings, advanced search and find possibilities and the use of workflow thus offer an ideal solution for safe and efficient document management. You'll find this in a good DMS in applications such as mail registration, invoice processing, e-mail archiving, contract management and file management.


processing How much money do you think the manual processing of purchase invoices will cost your organization on an annual basis? A rough calculation of time, manpower and occupied archive space quickly gives you an indication of the amount spent on it. Perhaps a shocking outcome when you consider what a digitized process could save you.

Invoice processing has a fixed process that can be digitized particularly well into a more efficient booking, payment and archiving process. This already starts with limiting the physical actions with the paper invoice to a minimum. Only the allocation of a serial number, booking in the accounting program and scanning are included. All invoices then go through the further process digitally through a link with your accounting program.

The invoice data has been read in and the invoice has been prepared directly in the workspace of the financial administration for checking and registration. The document management system recognizes certain characteristics on the invoice and automatically fills in various fields. The employee links the invoice to the purchase order and possibly enters a project here. With one click on the 'complete' button, each invoice is given a unique registration number and, through an automated process, starts the workflow of checking, approval, payment and archiving.

Digital mail processing

Precisely because of the fixed pattern in mail processing and the tasks performed by you and other employees, this work process can be digitized very well. By scanning and registering all incoming mail items, a situation arises in which the processing - the workflow - can take place digitally. After recognition, the document management system automatically places letters, quotations, reports and forms in the correct secured digital mail trays.

The way in which you're used to handling your mail can be found in the structure of the document management system. Tasks are automatically distributed according to the applicable conditions and deadlines in your organization. And of course you or a colleague can place a note with the document. The status can be viewed by authorized persons at any time. After archiving, it's still possible to find out exactly during an audit what happened to a specific mail item at what time.

Document management

With a view to quality improvements and legal provisions, overview and access to digital information is very important for business operations. Transparent and secure management starts with an end to the circulation of all versions of documents in personal folders of several colleagues and departments. With a document management system, that's a thing of the past because a document only occurs once, registered in a central database.

An intelligent input screen indicates step-by-step what should happen when registering. Some fields have already been filled in using meta data, missing information can be supplemented. The document management system then automatically places and protects the documents in the right place. From a variety of angles, the documents can be found through full text search and can be viewed directly as a preview in your screen.

Email archiving

Your organization also uses mail in its communication with other companies, customers, suppliers and employees. From that mail traffic comes all kinds of information that influences business processes. That's why it's important to record this digital information flow in a central location. So that there is always a complete file with current information, independent of changes in the workforce.

Email archiving starts in Outlook. All incoming and outgoing mail messages and attachments with a unique characteristic are registered there in the DMS. And the legal retention period can be checked immediately. From that moment on, the documents are linked to relations and people (internal and external). And therefore easy to find later for those who are entitled to it according to the applicable security policy.

Secure e-mail traffic also means that it's immediately clear to a recipient that your organization is the sender. For that reason an e-mail system (MailOffice) based on Microsoft Outlook has been developed. The structure, layout and signature of e-mail is always the same with that e-mail system. The own house style characteristics are visible in every email. This promotes recognition while you simply have all the features of Outlook.

Secure data better

Information security is necessary to prevent abuse from within and without. But how do you secure the digital highways in and around your company in such a way that cooperation between colleagues and exchange with parties in the chain are simplified instead of complicated? The document management system ensures that data security, which is recorded for different departments and various functions, is carried out automatically. For this a document management system defines the access with security rules. This can change per document - or part of a document - from just reading, adding, changing to deleting. In addition to documents, security is also applied to people, relationships, promotions, projects, files, security levels, etc. This means that information can only be accessed by authorized persons. Even when collaborating with external parties, third-party access to documents can be perfectly set. You no longer have to worry about the security process from the moment it's set up in the DMS.

Contract management

All contracts that your organization concludes in its entirety with suppliers must be managed. Overview is an important word here. You want to know exactly which agreements apply, when deadlines end and how to act. So that you're not stuck if you actually want to get rid of it.

You digitize that process in the document management system. This starts with registering the contracts. All written agreements, deadlines, reminders and assessments are linked to suppliers and internal employees. This routing, also called workflow, ensures that no more steps are skipped or forgotten.

The DMS and CRM components are fully integrated within some document management systems. This means that all documentation, including quotes, contracts and e-mail traffic, can be viewed per relationship. Because this is stored in a central location, the most current information is always available.

Chain collaboration

Cooperation in the chain has become increasingly commonplace. Whether in healthcare, the construction industry, education or within governments, information exchange is very important. To maintain control of whether information ends up with the right person, registered and secure communication is therefore highly desirable.

A document management system has a secure portal for this. For health care you can think of a portal where documents can be exchanged - strictly secured. For example, medication data, results, discharge letters and at transfer moments between general practitioners, medical specialists, pharmacists and patients. In addition, all written information that enters your organization manually must of course be included in a file. Before you know it, letters, notes and forms take up meters of archive space. By scanning and registering all incoming documents, the processing can be done digitally. During the registration process the document can be linked to the correct electronic file. Every document is given a unique registration number.

Personnel files

In a DMS you can register all information flows around your employees and archive them in separate personnel files. When employees submit a change of address, claim or leave request, a workflow starts. The mutation forms follow a fixed route and automatically end up with the right person for approval. Because all documents follow the same route, P&O maintains an overview of all actions involving staff members and changes are implemented faster.

By creating personnel files in the document management system, you always have access to the most up-to-date information about your employees. The individual files are easy to consult with the help of an advanced search function. The DMS can also make the payslip available through an Extranet portal. Thanks to strict security, this information is only accessible to the right people

Information portals

The most important characteristic of an information portal is the proactive provision of information from within one's own organization. For example, consider all research reports on a specific topic. Or manuals of (new) purchased material. That information and documentation can be put in a portal. Information becomes digitally available with only reading rights to the documentation. The interested colleague, customer or supplier can take note of this.

Information brochures

All information brochures that your organization wants to share digitally with customers are suitable for placing in a special portal. Because it concerns digital versions, it's always possible to provide up-to-date information. You can give them a revision period for this. The documents are updated in the document management system and through a set workflow they enter a control process. After approval, they are automatically refreshed in the portal. The security on both the documents and the portals is of course very important.

That's why it can be determined down to the last detail with a document management system. Based on the role and responsibilities that someone has, access to data and powers (read or write rights only) can be arranged.

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