A document management system (DMS) is a digital database for managing electronic documents and e-files. With the help of a document management system, all activities and processes that contain or generate electronic documents are supported. The aim is to store these documents, organise them centrally and make them accessible to a diverse user environment.
The document management system manages both electronically and non-electronically generated documents throughout their entire life cycle in standard software. It organises the creation, forwarding and distribution of documents, as well as the retrieval, filing, evaluation and allocation of information from the documents. It also handles the transfer to the archive or the deletion of documents.
The DMS enables the integration of documents from different sources and maps the business processes. By standardising the process, from creating and editing to versioning and centrally storing documents, the document management system helps to increase efficiency. The access to documents is independent of both time and place.
The digitalisation of administrative processes through the implementation of a document management system will directly or indirectly affect the majority of TU Darmstadt employees. Depending on their work, many employees will regularly or occasionally process documents in the document management system.
No, the project does not aim to replace SharePoint with the document management system. The main purpose of the document management system is to convert previously paper-based processes into electronic document management. The recording, archiving, processing and management of documents will take place entirely in electronic form. The aim is to gradually digitalise processes in all administrative units. SharePoint can continue to be used as a platform for exchanging information in teams, projects, etc.
No, generally documents do not have to be filed twice with a document management system. An efficient document management system enables documents to be managed centrally so that they can be stored and managed in a single location. This avoids redundancy and provides a clear structure for accessing the required information.
