Document management for SMEs: Tips for successful digitisation and more efficient DMS usage

How can you optimise your existing DMS and make better use of its built-in features? Our article shows you how to consistently digitise documents, centralise them in one place, and transform your DMS from a simple file store into a smart process assistant.

Need to view archived information while travelling to a business meeting? Want access to all relevant documents from your home office? Electronic document management systems (DMS) make this a matter of course. A DMS also enables you to access all digital documents from anywhere at any time via a web browser, without needing to install additional software – in a way that is audit-proof and clearly organised. We show you how to successfully implement a (new) DMS. Furthermore, the following lines provide all DMS users with additional tips and ideas for more efficient use, as well as how to transform your DMS from a mere file archive into a starting point for automated processes.

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

When it comes to document management, companies usually face two major challenges.
The first challenge is paper-based processes. This often results in a loss of working time caused by the cumbersome search for documents. Whether it's a filing cabinet or a folder, at headquarters or in a home office: fast, location-independent access to documents should be guaranteed, and there should be a system or function in place to ensure that documents on relevant topics can be found quickly.

The second challenge is dealing with digitised documents. The digital findability of information is usually hampered by the fact that the required information is mostly stored decentrally and scattered across file systems or employees' computers.

By setting up appropriate digital workflows, a DMS automatically takes over the distribution of knowledge and the classification of information in many areas. Find out how you can reduce repetitive administrative tasks with the right processes within a DMS and create space for more important activities.

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More than just organised: a DMS also provides security

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Before we get to recommendations for using a document management system, here is a quick check to ensure the foundations for the recommended statutory administrative processes of document management are sound.

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

In general, you should manage your document filing in accordance with the BMF administrative directive GoBD ("Principles for the proper keeping and storage of books, records and documents in electronic form and for data access"). The four principles for GoBD-compliant conduct include completeness, accuracy, order, and the immutability of documents. If you would like to learn more about this topic, take a look at our article, which includes a checklist to see if you are working in a GoBD-compliant manner yourself. The Caya Document Cockpit itself is audit-proof in accordance with the requirements of the AO, HGB, and GoBD.

Document management (often referred to as Enterprise Content Management or ECM) makes it possible, partly due to the aforementioned audit-proof processes, to make information available efficiently without the need for duplication as a paper printout or as a copy in file form.

How do you now exploit the potential of a DMS step by step? The following steps are intended to provide inspiration.

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Step 1:

Digitise documents

Documents can originate and exist in very different systems. Not everyone may have access to them. As a result, people involved later in the process may not have been CC'd on the original email with the attached document and have to ask around laboriously. Therefore, store your documents in the DMS whenever possible.

One step that is usually at the beginning of document management process chains is physical mail. Have you ever been unable to pay an invoice because the IBAN was mistyped and you had to look for the letter? Caya digitises your incoming mail. To do this, we work with Deutsche Post and PIN AG to redirect your mail to one of our scan centres, where we digitise it using a highly automated process. Digitising your own incoming mail helps to bring analogue documents into the digital process and speeds up processing. As for the invoice example just mentioned: the use of artificial intelligence in the scanning process ensures that documents are automatically classified and read accordingly. An invoice is recognised as such and tagged automatically. In addition, invoice data can be read and automatically transferred to the appropriate accounting tools via integrations.

By digitising existing documents and automatically importing previously analogue documents into the DMS, you are taking the first important step towards efficient knowledge management.

Step 2: ‍

Archive documents in a structured way

‍To ensure documents are easy to find in the DMS, you should establish two standards: consistent naming conventions for folders, and for files. While custom file naming on a local desktop might work for an individual, everyone needs to understand the naming structure in the cloud. A logical folder hierarchy also helps team members who are only partially involved in specific projects to locate the right documents. Moreover, consistent file names allow you to sort and filter files within folders by specific criteria. Naming files with relevant keywords also makes it much easier to jump directly to the document you need using the search function.

Step 3:

‍Consolidate data streams in the document management system & break down data silos

Business information is usually generated in IT systems such as CRM, financial accounting (ERP), email systems, your own website, or via post. Not every employee has access to all these different systems or documents. Ensure that information is either automatically added to the DMS or implement processes that make this the standard. This is how you break down data silos and scale your knowledge management.

Step 4:

‍Automate processes in the DMS

If you want to handle everyday tasks using a DMS, your goal should be to replace manual, paper-based steps with digital, automated workflows. This elevates a DMS from a mere document storage archive to a smart catalyst for your processes. Once set up, many processes run largely automatically. One example is connecting accounting tools to Caya. Invoices received by post can be scanned and automatically imported into the relevant tool interfaces. Usually, all that remains is to check and confirm them. Administrative tasks like manual data entry are eliminated. Invoices can also be paid online from your Caya account with just a few clicks, with payments made via SEPA transfer directly from your bank account.

By digitising previously paper-based processes, a DMS offers opportunities to trigger process steps automatically and implement them in a scalable way. Take stock of which of your processes can be converted into automated workflows.

Step 5:

Product training & utilising the full feature set

‍Many software companies, once they reach a certain size, offer a dedicated support contact in addition to FAQs and comprehensive guides. This is not just about troubleshooting, but about getting to know software features and using them as effectively and efficiently as possible. It is often possible to consolidate processes into fewer tools than you might think, as the full range of features is often unknown and tool functionalities overlap. The more you consolidate information into fewer tools, the greater the potential to execute multiple actions or processes, as those tools have access to more data. Support is particularly relevant during the implementation phase of new software. In addition to the free GoBD questionnaire, Caya also offers specific support for GoBD-compliant usage, depending on your subscription plan.

Have these tips on efficient DMS usage and document digitisation provided you with some inspiration?