docuvita – Efficient Document Management
docuvita is a powerful and easy-to-use document management system (DMS) and enterprise content management system (ECM). It centrally manages data from different sources and supports any document type. With docuvita you will save a lot of time when capturing, distributing, tracking, sorting, assigning, searching and archiving documents. All information is available at the push of a button. The document management system makes daily work more efficient and boosts your productivity. docuvita is optionally available for Windows, Android and iOS or simply in your browser. Access your data from anywhere on almost any device.
4 Key Advantages of a Document Management System
1. The Information Center in Your Company
In a document management system, your documents, e-mails and data from all your IT systems are automatically merged centrally – independent from document type and format of your data. Do you have the documents only in paper form? Then the first step is Digitization, the conversion to digital formats. Documents can be digitized with docuvita via a variety of different procedures. Tagging with metadata is always performed and, if desired, documents are saved in digital customer, supplier or project files. Thanks to OCR and full-text index as well as tagging with metadata, you can find your information in seconds – even after years. docuvita adds value to existing applications (e. g. ERP or CRM systems, e-mail servers) by being easy to integrate. The dual maintenance of master data is eliminated and processes can be automated. Many programs can search directly in docuvita or switch to relevant files.
Another advantage: You are independent of your workplace in the office. If you like, your data will be accessible from anywhere in the world. This is realized by using cutting-edge web-technologies, which allow the access from almost any internet-ready device.
2. Improvement of Cooperation
Document management boosts teamwork. It ensures the secure document exchange and simplifies the joint work on documents in your company. Stop the chaos of e-mail attachments and different document versions. The check-in and check-out functions prevent double handling and eliminate the time-consuming combination of different versions. Authorized users can see at any time who is actually editing or who recently edited a document. The most important changes are quickly shown by the version comment function. It is always possible to access older document versions. Information workflows and resubmissions improve the cooperation within your team. The note function completes the teamwork. It allows you to transfer personal notes on specific documents, folders and files to team members.
Tip: Improve cooperation between the headquarter and offices of your company and save much time with efficient document management from docuvita.
3. Process Optimization Through Workflows
The use of docuvita workflows further optimizes collaboration – not only between your employees, but also between you and your customers or suppliers and even between technical systems. Applications for workflows can be vacation requests, ordering processes involving multiple employees or complex invoice approvals across different sites and release limits. Here, document management plays a central role.
A workflow always consists of individual tasks. These tasks are either executed by a user or are technical tasks. Technical tasks include e.g. sending e-mails, escalations, printing documents or transferring files to another software. As you can see, an efficient document management system can automatically perform digital business processes and thus save resources in your administration.
Question: Do you still send documents by post or messenger between your sites for approval? Improve your workflows and avoid the search for lost documents.
4. Increased (Legal) Security
One of docuvita’s key features is data security. A sophisticated access and authorization concept, file encryption and the multi-level delete function effectively protect your data from unauthorized access and manipulation. With the automatic versioning and detailed recording of changes, docuvita already meets many legal requirements. Since all documents are available digitally, these can be protected more easily from loss (accidental disposal) and destruction (fire, floods) than a paper archive. These features in your document management system help you to meet legal requirements – e. g. German GoBD (Grundsätze zur ordnungsmäßigen Führung und Aufbewahrung von Büchern, Aufzeichnungen und Unterlagen in elektronischer Form sowie zum Datenzugriff) – and internal compliance guidelines.
Tip: It is easier than you might expect to archive a business-relevant e-mail with legal security by using docuvita.
Document Management – Your Factor of Success
The Document Management System contributes to the ongoing success of your company. While you focus on your core business, docuvita
- improves collaboration within your teams,
- increases productivity,
- improves your customer service,
- saves time and money and
- helps you to reach regulatory and legal compliance.
Definition of Terms
Document Management System (DMS)
Strictly speaking, it is a software to securely archive digital documents. In addition to the pure storage function, these documents can be indexed or provided with metadata for easy retrieval. The range of functions is extended by versioning, check-in and check-out functions as well as search functions via a full-text index.
Enterprise Content Management (ECM)
It consists of various technical components based on classic document management. This is supplemented by functions for collaboration, web-content-management, records management as well as workflow management. From the holistic perspective of the Association for Information and Image Management (AIIM), ECM includes beside the managing functions mentioned above also functions for capturing, storing, preserving and delivering. In summary, it is about solutions for archiving, management and search of all documents in a company.
Enterprise Information Management (EIM)
EIM is further away from the term content, which is – in the German-speaking countries – rather linked to documents or files as medium of the content. EIM puts emphasis on information itself without being tied to a certain medium.
No matter what term is used, docuvita provides solutions for all of these areas to position yourself in the most optimal way. Contact your local representative immediately to be professionally advised.
Further general information about document management is available from the VOI – Verband Organisations- und Informationssysteme e.V. or at Wikipedia.