SAP Document Management System

A document management system (DMS) is a computer system (or set of computer programs) used to track and store electronic documents. It is usually also capable of keeping track of the different versions modified by different users (history tracking). The term has some overlap with the concepts of content management systems. It is often viewed as a component of enterprise content management (ECM) systems and related to digital asset management, document imaging, workflow systems and records management systems

Diagram - Overview of Document Management system

Architecture Diagram

DMS Interface Diagram

    Benefits of DMS
    • Tracing documents
    • Centralized storage of all important electronic documents of an organization
    • Backup for all documents
    • Supervising, controlling, and monitoring documents’ workflows  within an organization
    • Electronic documents archiving

Why spend money on a system like this? What does it do for the company? What do we have to gain from such a program?
We will show you some of the best benefices document management system can bring into a company.

    • Increase productivity. With a web browser and a client-server access, the essential business information is available in a second for the whole organization.
    • Reduction of the global costs. Using the electronic storage capability of the data the classic paper documents and archiving them into physical files disappears.
    • Instant access to any kind of information
    • Administer all the information. All the files and data are kept into a central main file.
    • Modern business processes. The documents can be modified and used in complex business with the smallest amount of time and error free.
    • Rapid information access. The data bases are linked so that the client can trace the information in only a few seconds.
    • Clear data visualization. The documents are clarified and scanned so the dates will be precise. There are regulations that make the entire job legal and without any security problems.
    The modern documents can also contain multimedia information, graphics, audio and video clips *
  • Metadata
    There is metadata for every document.
    Examples: the date when the document was created, the author of the document.
    We have general metadata and specific metadata.

  • Data Integration
    Example of software systems that integrates data into DMS: Office, ERP, CRM, etc.

  • Data scanning
    The physical data is scanned and some programs like OCR (Optical Character Recognition) and OMR (Optical Mark Recognition) are used in this process.

  • Indexation
    Every document is given a number and some attributes so they can be find easily.

  • Data Storage
    DMS stores data in two ways -BLOB file: stores data in data bases, File server: stores data in a file server

  • Data security
    The safety of the documents is vital for many companies so this is a very important process.

  • Workflows
    This was an introduction to data management systems. For more information please contact us.

  • Integration
    These scanned file can be process in SAP and also updated with events happening in SAP.Technical Architecture

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