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Integration of a DMS

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For many organizations a DMS is an important application for storing, organizing, managing and archiving information, mainly in the form of documents. The document management system is often positioned as a separate application within the organization, whereby it can only be used for accommodating documents. Specific details of the task from which this document originated or process context in which this document plays a role must often be added to a document in a separate description. The trend of recent years is that, due to the use of process or case-driven systems, there has been a need for integration between the documents and the cases.

Organizations can also choose to purchase integrated functionality from one supplier. The complete integration of the document management functionality in a wide MidOffice, and in particular with the case functionality, offers many advantages. Such as not having to develop, implement and manage links. This is a major problem, specially with changes to the systems. But even realizing a link between multiple systems from multiple suppliers is usually a costly and time-consuming job.

Integrate

The DMS software therefore plays an important role for storing, processing and archiving information. A good DMS offers, among other things, functionalities for version management, check-in / check-out and integration with MS-Office and template applications. One-time storage and multiple use of the document is the starting point and it's of course important that the user maintains an overview. By fully integrating the document management system with, among other things, the case system, the object registration, the intranet, the Answer / CMS portal and with the customer contact module, it's immediately clear what the context of the document is. Metadata related to this context can also be added to the document.

By allowing the integration between the DMS and, for example, the case system to go further than just creating a case file when creating a case and incorporating a decision into the case, this DMS becomes even more valuable to the organization.

It's necessary that you must be able to record for each case type which document types may occur in the case file. For correct integration, documents receive metadata directly from the relevant case type. In addition, specific characteristics can be assigned per document, for example with regard to the status of the document. For the purpose of correct archiving, it can be determined for each type of case which documents must be present in the case file when the case is handled, or during the term of a case, for example when it's handled correctly. Documents can become part of a case-transcending object and can be copied to partial and follow-up cases so that colleagues can get started in their advisory work during the handling of the case. Or with their audit work after the previous case has been settled. Colleagues work together on cases, and can therefore also place new versions of a document in the case file. Of course the version history always remains clear so that it can be checked at all times 'what was again in version 0.1'.

Although digital working is often the starting point, organizations still regularly have to deal with documents for which a paper original is present and which must be digitized through the scan line and added to the file. Of these documents, it's important to always keep track of the repository and the scan number where the paper copy of this document is located. This way the original can always be found! Therefore, documents don't have to be placed on the shelf as a static piece of information.

Archiving

A case is a quantity of work whose quality and lead time must be monitored. This naturally also applies to the archiving processes. We believe it's important to handle the processes surrounding archiving, preserving, transferring and destroying, entirely case-oriented and within your suite, in accordance with the requirements set in the NEN-2082 standard. In addition, the integration of the case system, DMS and RMA functionalities within one suite ensures that the storage and archiving of cases, case files and therefore documents, can be performed fully automatically.

Non-case-related documents

In addition to integration with the rest of the functionalities, it's of course also important to have the option of accommodating your own, non-case-related, documents with the DMS system. Of course, it remains important here that the user also has access to all required DMS functionality and to prevent these documents from being stored in a simple folder on the computer.

Web-based for optimal accessibility

To be available 24/7, it's necessary that a web-based environment is used through which users can access the application through any device, as long as a browser can be used. It doesn't matter whether the application is installed locally or runs in the cloud.

The advantage of a web-based application that runs in the user's browser is that the browser determines which file formats can be displayed. It's therefore up to the customer which viewers they wish to use through the browser. Nowadays, common browsers such as Firefox, Internet Explorer, Safari and Chrome can handle all common file formats perfectly.

Integration DMS with cloud solutions

Nowadays all kinds of useful applications are available for opening up your documents to the outside world. Often applications such as Dropbox are seen as interesting applications to connect to your document management system, after which you have options for easily distributing documents, for example. The employee could use his or her personal Dropbox, or a business account, to find distributed folders and files. In this way it's therefore very easy to, for example, directly read documents on a tablet and possibly edit them from your DMS without having to do this from the browser and without having to log in specifically to the application.

In summary

A well integrated and web-based DMS system contributes to your information provision and services through:

Complete DMS and RMA functionalities.

Full integration with the other functionalities of the suite, so always all information together and no separate applications needed!

- NEN2082 certified.
- 100% web based so anyplace, anytime, any device available.
- Easily scalable in your own or in a hosted environment.
- PDF (A / 1-a) conversion for sustainable storage.

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