Document Management

What is Document Management

In general, document management refers to the methods, instructions and processes for managing, controlling, filing and destroying documents. It is irrelevant whether this is done in electronic form – for example in a document management system or content management system – or classically in paper form.


Depending on the requirements of the company, document management can include one or more of the following points:

  • The filing structure
  • The descriptors and attributes used for content and formal indexing
  • Conventions for the attributes used (naming conventions, date conventions, etc.)
  • Processes and process control (workflow management)
  • Retention guidelines and retention periods
  • Authorizations and responsibilities
  • Versioning
  • Protection requirement determination and protection requirement classification
  • Document templates

Document management in a company can have different levels and characteristics. Certain rules for handling documents are defined on an organization-wide basis, while others are defined only on a departmental or site-specific basis. Some apply only internally, while others also apply to suppliers and contractors.

Even companies that do not have a dedicated department or organizational unit for document management or document governance, and where there is little or no awareness of the issue, define some of the above. This may be because these definitions are required by standards or legal regulations (for example in DIN EN ISO 9001 4.2.4 Control of documents) or because without them, smooth and efficient work is not possible.

So document management is basically nothing new. However, its importance in our time – the so-called information age – is greater than was perhaps the case 20 or 25 years ago. The main reasons for this are not only the larger volumes of documents and data, but also the acceleration and rationalization of processes and workflows, which require a smooth exchange of documents or which are only made possible by this.

If one also considers the now strong networking of the various areas and departments within a company, it makes perfect sense to view document management or information management in general as a discipline in its own right and to map it as a separate organizational unit.


The following services are covered within the scope of our activities:

  • Analysis of document processes
  • Elaboration of implementation concepts
  • Data modeling, data extraction from your databases
  • Design and programming of document applications
  • Creation of logos, forms, fonts and graphics
  • Creation of interfaces and integration of conversion modules
  • Control of the dispatch line by means of OMR / barcode / datamatrix
  • Integration of packaging lines in the “Closed Loop” process
  • Archive interfaces, creation of indices
  • Development of software for postprocessing
  • Programming of evaluations and reports from your database
  • Creation of documentation
  • Execution of tests and implementation of the system

Even after the system has been implemented, we do not leave you alone. We will gladly take over the maintenance of your current system as well as the solutions developed by us.

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