Solution
Digitize your corporate memory: DMS / EDMS
The Document Management System (DMS / EDMS) is a module that collects every kind of document a business produces or receives (contracts, invoices, technical drawings, correspondence) on a single secure, searchable and manageable digital platform. Documents are stored bound to business processes rather than in folders; AI-powered OCR technology turns their contents into searchable data.
Challenges you face
Problems in day-to-day work
This module is built to fix the problems below.
- Reaching a needed document takes hours because documents get lost among scattered emails, personal computers and physical archive rooms.
- When an employee leaves, the files on their computer and the papers in their drawer do not stay with the company.
- Because of the 'Final_v2' confusion, no one knows which document is the current version.
- Legal risk arises because the retention and disposal of personal data is managed by hand.
Capabilities
What can you do with Digitize your corporate memory: DMS / EDMS?
The module's core features.
Linking documents to the related record (ERP integration)
Documents are bound to business processes rather than folders; a supplier contract is stored directly on that supplier's account card, and a technical drawing inside the related production work order.
OCR and AI-powered indexing
When a scanned invoice or contract is uploaded, the OCR engine reads the text; the document stops being an 'image' and turns into searchable 'text', and is tagged automatically.
Version control and check-in/check-out
You lock a document by checking it out to work on it; when done, a new version is uploaded with check-in, and the full version history and who-changed-what-when information is kept.
Full-text search
You search the content rather than the file name; a single word lists all contracts, quotes and specifications that contain that word. You narrow the results with metadata (type, date, tag).
Workflow, e-signature and registered email integration
Documents are submitted automatically to the approval mechanism; they are signed with legal validity via e-signature or mobile signature and delivered to the recipient via registered email.
Role-based access and retention compliance
Who can view, edit or download a document is defined granularly; every action is logged with IP and user information, and retention and disposal policies are managed by the system.
Outcomes
What it delivers for your business
What you see in daily operations once it is set up properly.
- You find the document you need in seconds by searching its content, without digging through folders.
- When an employee leaves, their documents stay with the company in the DMS.
- Version control makes it clear which document is current.
- With role-based access and an audit trail, you can trace who did what if data leaks.
- Paper, toner and physical archive-room costs decrease.
FAQ
Frequently asked questions
No. Documents are linked to the related business record; a contract sits on the customer's account card and a technical drawing on its work order. You can also reach a document from the record it belongs to.
Yes. The OCR (Optical Character Recognition) engine reads the text of a scanned document and makes the content searchable; with full-text search you reach the document from words within its content.
Yes. You can sign documents through the DMS with legal validity via e-signature or mobile signature and deliver them to the recipient via registered email.
Legal risks regarding personal data are reduced through role-based access, logging of every action on a document and system-managed retention/disposal policies.
Let's configure Digitize your corporate memory: DMS / EDMS around your business
Get in touch for a demo tailored to your team's needs.