Document management
Digital document management
The term "digital document management" refers to the software-supported management of all documents relating to a company's business processes. From quotations and invoices to the storage of technical drawings, sales catalogs, marketing documents, contract documents
and much more.
Azure services in which we have specialized
Competent partner
With innobit, you can rely on a partner who has been managing and supporting IT projects for over 25 years and can therefore draw on a wealth of experience.
Our experienced change specialists will be happy to support you in the implementation and introduction of your IT projects.
High user acceptance
The introduction of a new software or application is only successful if it is also used and accepted by the employees. By using a customized implementation and introduction plan in your company, your project will be a success. We measurably increase user acceptance through accompanying measures such as training and responding to individual questions.
Individual solutions tailored to your needs
Every company has its own individual challenges and corporate goals. The respective change process is therefore also very individual. We would be happy to work with you to put together a suitable catalog of measures and implement them alongside your business.
Support and training
Over the years, we have developed a wide range of training and education measures to ensure that your employees receive the best possible introduction and support that they need for successful and future-proof use of the new environment once the project has been implemented.
What are the advantages of document management systems?
Where is a DMS tool used?
Today, DMS is used successfully in many areas. For example, in the area of human resources. Keeping digital employee files makes it much easier to handle recruitment and personnel administration processes quickly. All relevant data is stored in one place in a legally compliant manner and can be accessed at any time. From confidentiality agreements to employment contracts and references.
In finance and accounting, a digital document management system helps you to manage your financial processes efficiently. From invoicing and recording incoming payments to preparatory bookkeeping.
A digital document management system is also a real asset in the area of marketing and sales. Many collaboration processes can be made simple and efficient with a document management system. From the preparation of quotations and the definition of sales strategies to the creation of marketing documents. And even across national borders and time zones.
How does the DMS solution work with Microsoft Teams and Microsoft SharePoint?
Document management is also possible with SharePoint. Microsoft has developed SharePoint as a kind of modular system with which companies can put together the functions that make sense for them. To use the DMS solution with SharePoint, all you need is your Microsoft license. The storage space for the collaboration of your employees is provided via OneDrive or SharePoint. It is also important to use the Microsoft apps that allow shared document creation. All versions of Office 2010 and higher support shared document creation. This enables you and your employees to track the version history of documents at any time. If you use MS Teams as a communication tool in your company, document management with SharePoint offers the option of creating an organized structure for the files exchanged. This improves the clarity of the filing system enormously.
What do we do when a clearly structured document management system including a comprehensive authorization structure is required?
If you need a clearly structured document management system, you can only benefit from our expertise. We have access to tools that are optimally tailored to the needs of your company. When you commission us, we work with you to evaluate the requirements for your document management system and then offer you the right solution.
What properties does a DMS have?
Recording and storage
You receive a digital archive in which you store all documents centrally. This means that all documents can be found at any time.
Digital document entry
Receipts are recorded fully digitally and saved automatically. This eliminates the tedious manual step of digitizing receipts.
E-mail archiving
Communication logs can be easily created with a DMS tool. This allows you and your employees to keep track of email communication at all times.
Document access and backup
Documents can be accessed from anywhere in the world, as long as you have been authorized to do so. This speeds up working with documents enormously.
Indexing and retrieval
Automatic indexing and keywording is one of the main advantages of a digital document management system. This makes content easy to find for every employee.
Share documents
With the digital DMS, documents can also be shared easily and securely with other colleagues. This makes collaboration much easier.
Collaboration on documents
Your employees can also work on the same documents very easily. A DMS solution therefore increases the productivity and efficiency of team performance.
Automation of processes
In general, the introduction of a digital document management system increases the degree of automation of processes in your company.
Document management with a system
Together with our partner d.velop and its Ecspand solution, we implement high-performance DMS solutions for our customers.
Document management with SharePoint and Microsoft 365 (formerly Office 365)
Of course it is possible to use SharePoint as a DMS. Although a few functions are missing, these can be retrofitted individually - so Ecspand is the perfect addition! Microsoft designed the SharePoint Server as a kind of modular system from the outset. Companies should use it to develop the solution that makes the most sense and is best for them.
Document management in the cloud - how secure is the system?
Your contact person
Get in touch directly with Christopher Römmich, Consultant Digital Workplace and Project Manager
