Business knowledge is in most cases based on documents. Our ECM system provides relevant content for every authorized employee quickly within a central database, which is completely searchable. Thereby the flow of information is improved and processes are accelerated.
Most important features of ECM software at a glance
Document Lifecycle Management
- Regulates and automates the entire lifecycle of a document
- Automated deletion of data according to individual compliance requirements and the EU-DSGVO.
- revision-safe archiving in line with legal requirements of the GoBD
- Central archiving within a quickly searchable database
- Automated tagging and sorting of documents and data
- Provides documents where they are needed - even on the move
- Protection of sensitive data by means of an authorisation system
- Transparent Processes due to document history
- Automation of document processes
- distribution- and notification-system
- automatic versioning, check-in/check-out
- Controlling features, substitution rules, escalation scenarios
One platform for all formats
Not only can paper documents be scanned in - bitfarm-Archiv also accepts files, images, faxes e-mails, CAD sketches etc. Most file types are automatically recognised and are "tiffed" in the archive for fast browsing and indexed via OCR or server regulations. Via the diversely useable search function of the bitfarm-Archiv viewer access is granted within seconds via the MySQL database in the entire network or via remote access - even with a couple of million documents.
bitfarm-Archiv can also be used on the road. E.g. Office files can be checked out and then be transferred to an offline archive via the export function. The documents can then be taken out on CD/DVD or USB stick. A search interface, which can be exported at the same time, allows using the usual search procedures without actually having access to the database. Of course, live access to the DMS is also possible from outside via VPN / terminal server.
For most file types (Office, OpenOffice, images, CAD files, PDF, web etc.) the system knows an audit-proof and a non-audit-proof processing mode. In the audit-proof mode, the file is unalterably archived in the system, but can be accessed and re-stored as a sub-file. In the non-audit-proof mode, working like on the file server is possible; files can be opened and stored in the usual way. Temporary access lock or authorisations can also be set via check-in/-out. The document history gives information on who set which locks are granted which access.
Overview over the document development and automatic version control
Change monitoring automatically traces changes to files and generates new versions of a document. The user can also create new versions or revisions after the work is done. By entering a short piece of information about the changes made for every individual version, the overview over the version levels of the document can be improved later on. If the version control options are implemented in conjunction with the workflow system, the requirements of the QM handbook or the DIN EN ISO 9001 ff. concerning creation, inspection, clearance, release and archiving of documents can be fulfilled with the help of the DMS. The realisation of a computer-based product data management (PDM) or an efficient company-wide Product Lifecycle Management (PLM) is also possible with the help of these and other functions of the DMS, which have already been introduced.