Workflow Management with bitfarm-Archiv
Document bound electronic operating processes
If an electronic document filing system is well organized and structured logically and comprehensibly for all participants, the filing and retrieval of documents can be significantly accelerated after a short familiarization period. With bitfarm-Archiv document management, workflows (= document processes) such as electronic invoice verification, contract management and procurement management can be analyzed & optimized.
The processes that can be arranged more clearly, more transparently and more efficiently through the use of a DMS also include resubmissions in human resources, release and publication processes for documentation and many more.
With bitfarm-Archiv DMS the customer always receives the complete software. He is free to decide which functions to use at which time. Often the DMS is first introduced as a pure archive system and later, when the users are familiar with the DMS, extended functions such as workflow management are added.
The capture and automatic distribution of incoming invoices is one of the classic workflows of electronic document management and for many companies is the entry into the DMS-based organisation of document processes. The advantages are obvious.
Documents remain available to everyone - even during processing
Shorter processing times
Fewer lost documents
Savings, for example through adherence to cash discount periods
No need for distribution copies
Control and transparency
The DMS must thereby offer enough configuration possibilities so that the electronic workflow can represent all stations of the previous invoice examination and - processing. With bitfarm-Archiv DMS, the customer receives a workflow engine that can be flexibly adapted, supports complex scenarios with case distinctions, sequential and parallel processes and can implement escalation stages.
QM workflows according to ISO 9001
The workflow functions integrated in bitfarm-Archiv Enterprise can also be used to implement the requirements for quality management according to DIN EN ISO 9001 ff. For this purpose, a document is created as usual in the word processing program and stored directly into the DMS. The author edits the document with the function "Edit original file". He is supported by extended ECM functions such as versioning and check-in/ check-out.
Once processing is complete, the document is automatically submitted to an examiner or a group of examiners. If the draft does not meet expectations, it is returned with suggestions for improvement. The process is repeated until the document is accepted.
Reviewed documents can then go through further processes, such as approval and publication. After approval and publication, the older version of a document is replaced in the system, so that users only see the current document.