Document Management
In document management, a document management system comprises the combined interplay between IT infrastructure, processes, and people
Benefits of Document Management System Solutions:
Implementing a robust and well-maintained document management system enables:
Specialized Solutions for Document Management
SAP DMS
SAP’s built-in document management functionality integrates seamlessly with business transactions, enhancing operations such as distributing purchase specifications to suppliers along with their purchase orders.
Windchill PDMLink
This system is tailored to maintain and update 3D CAD models as well as 2D drawings and documents, facilitating efficient management and accessibility.
While document management itself is not particularly complex, the transition from the current state to a new, optimized system can be intricate and often triggers significant internal discussions.
Topics such as “how should documents be structured?” or “what governance should be implemented?” are crucial but can be challenging to navigate without external expertise. These discussions are essential for setting up a DMS that balances diverse needs with long-term maintenance and robustness.
Document Management System Solutions
Implementation and Future Planning
Defining the technology, processes, and governance for a DMS is just the beginning. Successful implementation and migration require awareness of best practices and potential pitfalls. Additionally, to adapt to future challenges and technological advancements, it is crucial to develop a forward-looking roadmap for the evolution of the document management system.
The Features of Document Management
Approval
Make approval of documents and procedures easy and secure by workflows
Classification
Store and organize documents to support better search and automation
Context
Relate documents to the right context – e.g. add purchase specifications to the part or bill of material for easy navigation
Distribution
Enable documents to be distributed both within your organization and to business partners and clients
Collaboration
Enable collaboration across departments and work areas
Security
Manage the access to documents in your organization
Automation
Reduce manual tasks by automating repetitive tasks. For example, convert documents to PDF and distribute to externa storage like ESCROW
Search
Easily locate the documents you are searching for
History
Track and view creation of and changes on documents by different users
