We are management consultants and are looking for a document management system (DMS) for a client in the IT industry. DMS-relevant documents include quotes (approx. 300 pages/year), outgoing invoices, purchase orders, incoming invoices, delivery notes, and contract documents, which must be retained for 10 years or longer. A dedicated server solution is required – NO cloud solution.
The introduction of a DMS solution is intended to achieve the following objectives:
- Use of a modern, future-proof DMS solution with integrated functions for
- Archiving documents
- Managing versioned documents
- Managing electronic files
- Rule-based, DMS-controlled electronic process handling
- Optimization of existing document processing workflows
- Implementation of new requirements for document processing and storage (file server replacement), such as electronic invoices
We have the following functional requirements for the software:
Archiving
- Management of retention periods at the document type and file type level
- Provision of application functions:
- for changing or extending retention periods
- for deleting documents after the retention period has expired
Versioning
- Joint editing by several people must be possible
- Management of versioned documents, including version history
- Protection against changes by other people during editing
- The final version of a document must be lockable for further changes
Full-text indexing
- Full-text filter for at least the following file formats
- MS Office (Word, Excel, PowerPoint, emails)
- PDF
- txt, xml, rtf
- msg, eml
- Zip files (must be opened and included in full-text indexing with regard to the above formats)
Document classes/categories
- It must be possible to differentiate between mandatory and optional indexes
- Definition of simple and multiple indexes must be possible
- Subsequent changes to index structures must be possible
- Documents without physically stored objects as logical placeholders for externally managed objects must also be manageable
Workflow / mailbox function
- Use for both rule-based and ad hoc process handling created by users
- An electronic mailbox integrated into the standard DMS client must be available for processing tasks
- Dashboard showing the processing status of all workflows for authorized persons
User management
- At least the following authorization objects must be distinguished:
- Access to document types
- Access to document level (individual documents)
- Access to application functions in the client
- Users who do not have access rights to a DMS object must not be able to see it
- Support for delegating the management of access rights to defined files, registers, or documents at the department level
- It must also be possible to set a time limit for the assignment of authorizations for a defined document inventory
Roles and groups
- In addition to authorization objects such as individual users and groups, function-oriented roles should also be supported
Single instance storage
- Objects that have already been stored should be recognized and repeated storage by a user should be prevented or flagged
- The storage of emails with identical content (e.g., distribution lists) should be prevented (or only allowed after confirmation by the user)
Format conversion Documents
- When storing electronic documents, it must be possible to convert them to PDF format.
Multi-client capability
- Support for separate data storage (e.g., archives) with independent document structures and authorizations.
- Separate authorization administration for different data storage systems.
Logging and statistics function
- All system, admin, and user activities must be loggable (at the object level).
Export function, archive migration
- All document stocks or partial stocks with the respective current metadata must be exportable from the archive to an exchange directory.
Capture of electronic documents
- Emails (MS Outlook: direct storage of emails in electronic files and integration for MS Outlook)
- Office documents (MS Office: direct storage of all types of MS Office documents in electronic files)
- MS Windows Desktop
- Documents from applications (e.g., from the existing CRM: transfer and display of documents or files)
Approximately 40 software workstations are required in legally separate companies at three locations.
Detailed specifications can be requested from SoftGuide if necessary.