Software for
document
management
Our DMS software – for 100% efficient document management
With our document management software, we offer you a comprehensive system in the cloud that allows you to manage your documents seamlessly and securely. The cloud-based solution allows you to access your documents anywhere and at any time without having to worry about hardware or software installations.
Thanks to the large number of interfaces, the document management software can be integrated into your existing systems and makes data exchange much easier. Our experienced team is always available to support you with the implementation and use of our DMS.
Advantages of our DMS software
Up to 50% time saving
An effective DMS significantly reduces the time employees spend searching for documents. This can vary considerably depending on the size of the company and the complexity of the document structure. In some cases, companies could expect time savings of up to 50% or more.
Reduction of printing and storage costs
By digitizing and centrally managing documents, companies can make considerable savings on the costs of printing materials, paper and physical storage. Depending on the size of the company, this could mean savings of several thousand to several hundred thousand euros per year.
Increase ROI by up to 500%
The return on investment (ROI) of a DMS is influenced by a variety of factors, including savings through process automation, reduction of errors and downtime, and increased employee productivity. A typical ROI for a well-implemented DMS is often between 200% and 500% over a period of three to five years.
Increased productivity and customer satisfaction
Thanks to more efficient document management, employees can spend more time on value-adding tasks and process customer inquiries more quickly. This leads to an overall increase in productivity and customer satisfaction.
Up to 20% shorter idle times in the release process
Integrated alarm and notification functions ensure the timely and complete processing of documents. The time saving here is at least 20%.
Seamless traceability
The QM document management system enables complete traceability, so that documents that have already been deleted can also be searched for.
Version security
The version history of all documents is fully traceable, enabling centralized document management.
100% conformity to standards
Digital document management can be used within the framework of the following standards and guidelines and supports the processes mentioned therein: ISO 9001:2008, ISO 14001, ISO/TS 16949, FDA 21 CFR Part 11 and VDA.
Functions of our document management software
Web-based document management
Our document management system is web-based, allowing you to access all key functions from anywhere on any device.
Workflowmanagement
In addition to freely definable workflows, the DMS also provides predefined workflows that you can start using immediately.
Clear version control
Our DMS software keeps a complete history of changes and thus creates revision security.
Management of all documents
Within the document management system, they are able to add documents from any source and store them centrally.
All relevant tools and DMS functions at a glance
With the help of our web-based document management program, you have all the important tools you need to set up and maintain a central document archive. Access to shared documents is via a browser app that is intuitive to use. This ensures optimal document management and you no longer need paper documents.
Standards-compliant workflows
The document management software controls the entire document life cycle in the same way as the audit trail. The workflows range from creation, approval and distribution to revision control. Changes and user access are recorded centrally. The DMS also supports you in complying with standards such as IATF 16949, ISO 9001, ISO 13485 or VDA.
Changes at a glance at any time
With version control, you always have an overview of which document was changed when and how and which other applicable documents are affected by these changes. It also records who has read which document. This means you always have an overview of the full scope of all changes.
Version control also offers different, definable workflows for enforcing processes and for change management in qualitative processes, production processes or other documents.
Complete document control and management
All documents within our DMS solution are stored electronically, registered, versioned and archived as required. Freely definable features and categories ensure that documents can be sorted, grouped and filtered according to individual criteria.
A free-text search finds any information, even if it is not known in which areas or files this information was stored.
Integration of the DMS software
Step-by-step instructions for integrating document management at your company:
- You get in touch with us
- We show you the solution in a live demo
- We discuss the requirements and technical integration with you
- We support you with the integration and onboarding
Contact us or gain your first experience with our software and visit our solutions platform GermanedgeNOW.
Our DMS software can be integrated in a variety of ways – you have a free choice of installation and use:
- SaaS
All you need is a login: All inclusive – the software and database can run on Amazon Workspace, Azure, Oracle, Citrix, Terminal Server, etc.
- On Premise
We install the DMS in your IT environment.
- Cost-optimized IT operation
As the Germanedge DMS can be used as a SaaS solution, you can significantly reduce the infrastructure and personnel costs of your company’s IT organization. The more locations that access the DMS, the greater the savings.
- Role-based access control
The document management software supports the standard-compliant assignment of access rights. If users, roles and authorizations have already been created in other IT systems, automatic transfer is possible.
- Maximum availability and data security
With the Kubernetes architecture, the DMS is 100% platform-independent. For customers who want maximum availability and data security, we recommend using a technology-leading cloud hyperscaler (e.g. Amazon, Azure, Google or Ionos). Regular backups, which we create on site at the user’s premises, provide additional security.
What is a document management system?
Definition
A document management system (DMS) is software for managing electronic documents. The aim of this software is to archive documents such as delivery bills, invoices and emails in order to make them accessible company-wide and thus create a suitable overview. With a DMS, documents are recorded electronically and stored centrally in a database. This simplifies and better structures business processes.
How does document management software work?
A document management system (DMS) in the cloud works in a similar way to a traditional DMS, but has the added benefit of being accessible via the internet and hosted by a cloud provider such as Amazon Web Services (AWS).
You can find out how a DMS in the cloud typically works and what functions it can offer here:
Hosting on AWS and cloud access: the DMS is hosted on AWS’s servers, which enables scalability, reliability and a wide range of cloud services. Users can access the DMS from anywhere in the world via the web, as long as they have an internet connection and the required access permissions.
Active Directory integration: Integration with Active Directory allows users to use their existing credentials to log in to the DMS. This simplifies user management and ensures consistent authentication and authorization for all enterprise applications.
Highest security standards: A DMS in the cloud hosted on AWS meets the highest security standards. This includes encryption of data at rest and in transit, document-level access controls, regular security audits and checks, and adherence to industry-specific compliance requirements.
Data import and export: The DMS allows users to import data from various sources, e.g. from SharePoint, local file systems or other DMS systems. This facilitates the transition to the new DMS and enables a seamless transition to new workflows.
Additional functions: In addition to the basic document management functions, a DMS in the cloud offers a wide range of other functions, including document versioning, automated workflows, search and metadata management, real-time collaboration, mobile apps for access on the move and much more.
Who is DMS software suitable for?
A document management system (DMS) is suitable for a wide range of organizations and businesses, regardless of their size or industry. Here are some examples of who a DMS can be particularly useful for:
Businesses of all sizes: from small start-ups to large corporations, businesses of all sizes can benefit from a DMS. A DMS helps to organize, store and share documents efficiently, whether they are internal records, customer information, contracts or compliance documents.
Industries with high compliance requirements: Organizations in industries such as healthcare, financial services, legal and government often have strict compliance requirements regarding document management. A DMS can help ensure compliance, improve the security of sensitive information and facilitate auditability.
Organizations with distributed teams or locations: For organizations with distributed teams, remote workers or multiple locations, a DMS is especially valuable because it enables collaboration and access to documents from anywhere. Employees can work together on documents without having to worry about the physical availability of paper documents.
Organizations with a high volume of documents: Organizations that process large volumes of documents, such as insurance companies, property management companies, manufacturing companies or educational institutions, can benefit from a DMS to keep track of their documents, reduce search times and ensure efficient workflows.
Organizations looking to increase efficiency: Any organization looking to increase productivity, reduce errors and work more efficiently can benefit from a DMS. By automating processes, versioning documents and providing access permissions, companies can optimize their workflows and reduce the workload of their employees.
What is the aim of document management software?
A DMS helps you to improve the organization and coordination of documents in your company. This increases control within the company and allows you to maintain an overview of all important documents.
A DMS offers you time and cost savings, more data security and protection for your company.
Get in touch!
Would you like to know more about our solutions? Then please write me using the contact form. I will get back to you as soon as possible.
Dominik Weggler
Sales Team Germanedge
