What is DMS?
DMS – Document Management System – software for companies that allows for document processing within an organization. Processing includes both internal documents related to collaboration between various functional areas of the organization, as well as documents received from external entities (e.g., invoices, customer orders).
Who is DMS for?
In fact, a DMS is useful in organizations where processes are repetitive and multiple people work on a given document (form). Each person works on the document at their own level of competence and then passes it on to the next employee.
System operation
First, we need to define the types of documents being processed, along with forms containing the appropriate fields. For example, these might include supplier invoices, complaints, leave requests, or customer contracts. Second, we define the document flow path. Defining this path is most convenient when done using a graphical tool like BPMN (Business Process Model and Notation). This allows us to define the steps, events, and logic of a business process.
Third, the workflow should be designed to enable efficient flow and proper communication between various process participants. Within the DMS system, each document has a document reference. The information in the reference can be defined in the system settings. Thanks to the DMS system, the organization has quick access to information about processed documents: where they are currently located, whether there are any delays, and how long the process is taking.
What are the functions of DMS?
Creating and storing documents
Documents can be created directly in the DMS or imported from other sources, such as scanners, emails, or other applications. Documents are stored in a central database. The DMS provides appropriate formatting and metadata, which aids in document organization and retrieval.
Indexing and metadata
Each document is indexed based on its content and metadata (such as title, author, creation date, and document type). Indexing enables fast and accurate document searches. Metadata is additional information that describes a document. It can include categories, tags, keywords, dates, authors, and so on.
Search and quick access to documents
Users can quickly find the documents they need using advanced search features. Searches can be based on full-text indexing, metadata, filters, and other criteria. Access to documents is controlled by a permissions and authorization system. Users can only access documents for which they have authorization.
Workflow
A DMS can automate document workflow processes such as approval, review, consent, and archiving. These processes can be defined using rules and frameworks. Users are notified of document-related tasks and deadlines, streamlining collaboration and ensuring timely completion.
Security and access control
The DMS system allows you to manage user permissions to create, edit, delete, and view documents. Permissions can be assigned at the user, group, or role level. The DMS system logs all document operations, enabling auditing and tracking who made changes to documents and when.
Benefits
- Improved timeliness of document circulation, as a result of established time standards for each stage,
- Faster access to information, as it only takes one or a few clicks,
- Improved information flow between departments. In short, things are running smoothly.
- There are no lost or forgotten cases, because every important case is in the register and the system reminds you about its implementation.
DMS as part of the ERP/CRM system
In enterprises, DMS is part of larger business management systems such as CRM or ERP. This is because it operates between various departments, processing documents that impact business operations. For example, the cost document workflow connects various departments, as it begins with substantive approval by the ordering party, proceeds through accounting assignment, and release for payment. The material requisition workflow culminates in the issuance of an order to the supplier. Complaints are processed and may result in the creation of warehouse documents and invoice corrections. Therefore, it is important to be able to transition from formal ERP system documents to the process and back.
