docuvita – The Document Management System
docuvita is a powerful cutting-edge document management system (DMS) and enterprise content management system (ECM). This software allows the easy aggregation and centralized management of data from different sources. Herewith you will need significantly less time to search, find, sort, distribute, schedule, assign and store documents. Information is available at the push of a button. docuvita is optionally available under Windows, Android and iOS or simply in your browser and thus on almost any device.
The 4 Key Advantages of Document Management
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. The format of your data does not matter. Do you have the documents only in paper form? Then the first step is to convert them to digital documents. There is always a tagging with metadata and, if desired, a storage in structured customer, supplier or project files. Due to links to leading applications (e. g. ERP or CRM systems), the dual maintenance of master data is eliminated. Many programs can search directly in docuvita or switch to relevant files. In addition to the already existing digital documents, documents can be digitized and added to these files via a variety of different procedures. Thanks to the OCR and the full-text index as well as the indexing, you can find your information in seconds – even after years.
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.
Improvement of Cooperation
Document management from docuvita simplifies the secure document exchange as well as the joint work on documents in your company. Stop the chaos of e-mail attachments sent in different versions. The check-in and check-out functions prevent double handling and the time-consuming combination of different versions is eliminates. 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. Information workflows and resubmissions improve the cooperation within your team. The note function completes the teamwork.
Tip: Improve cooperation between the headquarter and offices of your company and save much time with document management from docuvita.
Process Optimization Through Workflows
Using docuvita workflows will further optimize collaboration – not only between your employees but also between technical systems up to your customers or suppliers. Applications for workflows range from submitting holiday requests through ordering processes involving multiple employees to complex invoice approvals via 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 they are technical tasks. Technical tasks include e.g. sending e-mails, escalations, printing documents or transferring to another software. As you can see, you can use document management to create digital business processes and thus ease 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.
Increase in (Legal) Security
One of the basic requirements in document management is the secure archiving of documents, files and information. With the automatic versioning and detailed recording of changes, docuvita already meets many legal requirements. Additional protection features and a sophisticated access and authorization concept effectively protect your important data from unauthorized access and manipulation. 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. GoBD (Grundsätze zur ordnungsmäßigen Führung und Aufbewahrung von Büchern, Aufzeichnungen und Unterlagen in elektronischer Form sowie zum Datenzugriff) – and internal compliance guidelines.
Tip: In this context, you should also consider how easy you can archive a business-relevant e-mail with legal security by using docuvita.
Document Management – Your Factor of Success
Document Management with Docuvita contributes to the ongoing success of your company. While you focus on your core business, docuvita helps you promote collaboration within your teams, improve your customer service, increase your productivity, save costs and – almost by the way – reach legal security regarding privacy and information security.
Definition of Terms
Document Management System (DMS)
Strictly speaking, it is a software to securely archive digitized and 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. In English-speaking countries, „records management” is used in this context.
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 area manage (see functions mentioned above) also the sub-areas capture, store, preserve and deliver. 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.