Document management, in short DMS, is in principle the further development of the classical archives. Given the increasing number of documents in circulation, even in the case of small craft businesses, the purchase of a DMS is in any case worthwhile. In particular, time can be saved, as the search times for documents are reduced to a minimum.

Many companies are currently still relying on analogue solutions with folders, which is far from up-to-date. For example: GoBD prior to electronic accounting. Whether scans, workflow management or electronic archiving, a DMS performs a number of subordinate tasks. What makes this system makes sense is, on the one hand, the uniform filing of documents and, on the other hand, securing them. Also in view of the GDPR this is sometimes the only way to keep up with current legislation.

As a result of the high volume of investment, especially large firms, both market growth and the application spectrum have steadily increased.

Also for small and medium-sized enterprises, exploiting synergies between humans and machines is becoming increasingly attractive and economical.

In principle, there are two major differences in the reflections on DMS: Is the DMS installed locally or cloud-based? And: Is the DMS revision-proof or not? The audit security concerns information, files and documents subject to preservation. The need for this stems from a number of laws. The basic condition for a DMS’s audit security is that the documents must be clearly located, traceable, unmodifiable and tamper-proof.

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