Always on time from now on

Open Source Contract Management

In addition to the administration of commercial and technical documents, Contract Management is one of the elementary functions of a Document Management System. In the Enterprise Version, our license-free DMS offers a range of practical functions.

Many contracts are automatically renewed after a defined term, unless they are terminated. These include rental and lease agreements, subscriptions, fixed-term employment contracts, mobile phone contracts and many others. Due to the large number of existing contracts, it can be difficult and elaborate, especially in larger or growing companies, to keep track of the associated terms and notice periods. If contracts that are no longer needed are not terminated on time, they cause unnecessary running costs. That doesn't have to be the case.

Don't miss a deadline anymore

Our open source Contract Management automatically submits contracts based on the recorded contract data to the responsible employee for review in plenty of time before the next possible termination date. If the employee is absent, deputy regulations apply. This ensures that every contract can be checked in peace before it is automatically extended.

All contracts in overview

With the help of appropriate bookmarks, contract staff can also get an overview of current contracts and the associated costs and deadlines. The bitfarm-Archiv contract management software also provides evaluations on questions such as: Which contracts expire next year? Which liabilities will arise in the next 5 years, taking into account already announced terminations and changing fees? You can conveniently call up the results as an Excel file.

Create contract files

A contract rarely consists of a single static document. Rather, a contract file usually contains additional attachments, supplements, correspondence and termination letters. The administration of contracts is therefore a dynamic process in which it is particularly important that additional elements can be assigned quickly and securely to a contract already in the system. bitfarm-Archiv assigns a unique internal contract number for each new contract. This contract number is used for all metadata, such as the name of the contract partner, address, date of conclusion, duration, subject matter of the contract and much more. If a supplement is added to the DMS, the user receives suggestions for existing contract numbers on the basis of a few details. The following assignment is a matter of seconds.

Starting from each contract document, the corresponding contract file can be called up completely with one click. Of course, the respective users only see the parts of the contract that they are authorized to access.

DSGVO compliant contract management

The Document Lifecycle Management (DLM) of the bitfarm-Archiv DMS ensures compliance with data protection regulations, also in contract management. The challenge, especially with contracts, is to determine the deletion periods depending on the duration of the contract.

The DLM of the bitfarm-Archiv Enterprise version is able to calculate storage periods depending on date values - in this case the set notice date. Thus, with the DLM configuration, only the respective legal deletion periods need to be set by the administrator, for example 10 years after the end of the contract. The users themselves, on the other hand, do not need any specialist knowledge about the DSGVO and its technical implementation in the DMS.

DMS with template management

All these functions are based on the template management of the bitfarm-Archiv DMS. This allows periodically recurring events to be assigned to documents. The DMS checks daily whether an event becomes active in the time window.

If documents cannot be submitted on one day, they are submitted at the next possible point in time until the time window for a possible reaction is closed. The template is then submitted in the next period - unless the template is aborted, for example by cancelling a contract.

There are also many useful areas of application for the template management of the DMS apart from contract management. You can also display which vehicles of your fleet will soon have to go to TÜV / HU or which documentation is due for revision in the next quarter. Your DMS also reminds you of due safety instructions and certificates that need to be renewed if you wish so.

„The bitfarm-Archiv DMS is an enrichment for us. The fact that we can call up contracts quickly and also send them out is innovative both for us as employees and for the company.“
Nadine Hnida, contract management, POLO Motorrad.