A document management system, or DMS for short, is basically a further development of the classic archive. As more and more documents are now in circulation, even in small craft businesses, the purchase of a DMS is definitely worthwhile. Above all, this saves time, as search times for documents are reduced to a minimum.

Many companies still rely on analog solutions with folders, but this is no longer up to date. For example, the GoBD requires electronic accounting. Whether scanning processes, workflow management or electronic archiving, a DMS fulfills a range of different tasks. What makes these systems so useful is, on the one hand, the standardized storage of documents and, on the other hand, the backup of these documents. With regard to the GDPR, this is sometimes the only way to keep pace with current legislation.

Due to the high volume of investment, especially by large companies, both market growth and the range of applications have increased continuously.

The utilization of synergies between humans and machines is also becoming increasingly interesting and economical for small and medium-sized companies.

There are basically two major differences when considering DMS: Is the DMS installed locally or cloud-based? And: Is the DMS audit-proof or not? Audit security concerns information, files and documents that must be retained. The necessity for this arises from several laws. The basic prerequisite for the revision security of a DMS is that the documents are archived in a way that is clearly findable, traceable, unalterable and tamper-proof.

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