The continuously grown data flow of documents, data and files generated each day by a company or externally to the company must not only be manageable, it must also be re-usable.
Documents are saved on the hard disks of work station computers, on file servers, in mail solutions, the directories of technical departments or other systems. A comprehensive view, which comprises all documents of a specific process is hardly possible anymore.
In the course of globalization, in particularly, collaboration becomes increasingly important and thus working processes that are independent of time and location. The requirement for this is mobile access to continuously current company data. Cross-location and global collaboration based on current information is a success factor.
Therefore, it is becoming an increasingly greater priority to eliminate the inadequacies of the past:
Time-consuming searches for the correct document and frequent queries
- Different storage locations of documents
- Inadequate access control and rights management
- Unclear version statuses of documents
It is essential to replace these with future-oriented processes:
- Uninterrupted and revision-proof document management as a requirement for certifications, management of information, communication with customers, etc.
- Quick and direct forwarding, processing and documentation of information and its changes
- Requirement for interdepartmental collaboration
Industry 4.0 and the digital transformation offer new paths for networking between the traditional economy and the digital world. Digital document management consists of far more than merely storing data and documents. A DMS should intelligently bundle information from a variety of sources so that all information is available for efficient work. Efficient document management, therefore, is a lever which can lift the major challenge of many companies: digitalization.
