Document management for SMEs: tips for successful digitization and more efficient use of DMS

How do you optimize your existing DMS and make better use of the existing potential of built-in functions? Our article shows how to consistently digitize documents, bundle them in one place and convert your DMS from pure file storage into a smart process assistant.

View information from the archive on the way to a business meeting? Have access to all relevant documents from your home office? Electronic document management systems (DMS) make this possible as a matter of course. A DMS also enables you to access all digital documents anywhere and at any time via the web browser and without additional software installation — audit-proof and clearly arranged. We show you how you can successfully implement a (new) DMS. In addition, the following lines should also provide all DMS users with further tips and ideas on how to use and convert your CMS from a pure file storage to archiving to a starting point for automated processes.

According to a study by the Delphi Group, 66% of knowledge/office workers spend 15% of their everyday working day searching for information, while around 1/3 of them say they have to spend as much as 25% of their working time searching. With the appropriate DMS setup, the retrieval of information can be significantly improved.

When it comes to document management, companies usually face 2 major challenges.
The first challenge is paper-based processes. There is often a loss of working time here, which is caused by the cumbersome search for documents. Whether filing cabinet or filing, headquarters or home office: Quick, location-independent access to documents should be ensured and a system or function should be available so that documents on relevant topics can be found quickly.

The second challenge is dealing with digitized documents. The digital retrieval of information is usually made difficult by the fact that the required information is usually decentralized and scattered in the file system or on employees' computers.

Through appropriate digital workflows, a DMS automatically distributes knowledge and classifies information in many areas. Learn how to reduce repetitive administrative tasks with the right processes within a DMS and free up space for more important tasks.

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Not only clear: A DMS also secures

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Before we get to recommendations for the application for a document management system: A quick check that the principles for the recommended legal administrative processes for document management are consistent.

For audit-proof archiving, it is important that data is fixed as documents. This means that documents are protected from revision (amendment) and tamper-proof in terms of compliance.

In general, you should proceed in accordance with the Federal Ministry of Finance Administration GoBD (“Principles for the proper management and storage of books, records and documents in electronic form as well as for data access”, formerly GoBS and GDPdU). The 4 principles for GoBD-compliant action include completeness, accuracy, order and immutability of documents. If you would like to find out more about this topic, take a look at our article, including a checklist on whether you are working in compliance with GoBD yourself. The Caya Document Cockpit itself is audit-proof in accordance with the requirements of the AO, HGB and GoBD.

Document management (often also known as enterprise content management or ECM) makes it possible, also due to the audit-proof processes mentioned, to make information available efficiently, without the need to reproduce it as a printout in paper form or as a copy in file form.

How do you now exploit DMS potential step by step? The following steps should provide inspiration.

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Step 1:

Digitize documents

Documents can be created and exist in very different systems. Not everyone may have access to it. For example, people involved later in the process may not have been to the original email, with an attached document, in CC and must ask cumbersome questions. Therefore, if possible, store your documents in the DMS.

One step that usually starts at the beginning of the document management process chains is letter mail. Have you ever been unable to pay an invoice because the IBAN was mistyped and were looking for the letter? Caya digitizes your inbox. In collaboration with Deutsche Post and PIN AG, we will redirect your mail to one of our scan centers and digitize your mail using a highly automated process. Digitizing your own inbox helps to bring analog documents into the digital process and speeds up processing. As for the example of the calculation just mentioned, the use of artificial intelligence in the scanning process ensures that documents are automatically classified and read out accordingly. An invoice is also recognized as such and automatically tagged. In addition, billing data can be read out and automatically transferred to appropriate accounting tools via integrations.

By digitizing existing documents and automatically entering previously analog documents into the DMS, they are taking the first important step towards efficient knowledge management.

Step 2: ‍

Archiving documents in a structured way

‍To make documents easy to find in the DMS, you should define 2 standards. The uniform naming of folders and the naming of files. On the desktop, your own file name may help the person in question - in the cloud, everyone must understand the naming. The logical naming of folder structures also helps people who are only partially involved in certain topics to find the appropriate documents. By naming file names consistently, files can also be sorted and filtered using criteria in folders. In addition, files named with relevant keywords make it easier for you to access the desired file directly via the search function.

Step 3:

‍Bundle data flows in a document management system & break up data silos

Business information is usually generated in IT systems, such as in the customer management system (CRM), financial accounting (ERP), e-mail systems, your own website or even via letter mail. Not every employee has access to all different systems or documents. Make sure that information is either automatically added to the DMS or that you implement processes that make this procedure standard. This is how you break down data silos and scale your knowledge management.

Step 4:

‍Automate processes in DMS

Anyone who wants to complete everyday tasks using DMS should aim to replace manual and paper-based work steps with digital, automated workflows. This elevates a DMS from the status of pure document storage for archiving to the status of a smart catalyst for your processes. Once set, many processes run mostly automatically. One example is connecting accounting tools to Caya. Invoices received by post can be read in and automatically inserted into the masks of the corresponding tools via an interface. It usually just needs to be checked and confirmed. Administrative tasks, such as typing, are no longer necessary. Invoices can also be paid online from the Caya account with just a few clicks. Payment is made as a SEPA transfer directly from your account.

By digitizing previously paper-based processes, a DMS therefore offers opportunities to initiate process steps automatically and implement them in a scalable way. Inventory which relevant processes you can channel into automated workflows.

Step 5:

Use product training & features

‍Many software companies of a certain size offer FAQs and extensive instructions as well as a dedicated contact person for support. This is not just about troubleshooting, but rather about learning about software functions and using them as effectively and efficiently as possible for your own benefit. It is often possible to bundle processes into fewer tools than expected, as the large range of features is often unknown and tools overlap in their range of functions. The more you bundle information in fewer tools, the greater the opportunities to implement multiple actions/processes with it, as corresponding tools have more data available. Support is particularly relevant in the implementation phase of new software. In addition to the free GoBD questionnaire, Caya also offers special support for GoBD compliant use, starting at a certain subscription rate.

Have the tips mentioned above for efficient use of DMS and document digitization provided you with inspiration?