Digital File: The Simple Entry into Digitalization

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A digital file is more than just an electronic counterpart to a paper file. We use our templates to illustrate important functions of digital files.

What to Expect Here – An Overview

1. What is a document management system?

2. What is a digital file?

3. What is a document in the context of digital files?

4. The advantages of a document management system or digital file at a glance

5. Bitkom confirms: digital files make everyday office life easier

6. May we introduce you to the ISR file template based on IBM FileNet Content Manager?

7. Why do we rely on IBM FileNet Content Manager?

8. Digital files – just do it...

9. Questions about the ISR file template based on IBM FileNet Content Manager

Document management systems (DMS for short): you might think this is old news, but that's far from the case. The topic has been around since the 1980s and has gained new momentum since the coronavirus pandemic, if not before.

Good news: According to a Bitkom study, understanding and awareness of the importance of DMS and digital files has become established.

But let's go back to square one and start from the beginning.

What is a document management system?

A DMS describes complex systems for database-supported management of digital or electronic documents throughout their entire lifecycle. Electronic documents also include digitized documents that were originally only available in paper form (see also "What is a document in the context of digital files?")

The essential features of a DMS are described as follows:
DMS features - digital file
Figure 1:Features of a DMS | isr.de

Digital files: What are they?

A digital or electronic file (also known as an e-file) is essentially the digital equivalent of a traditional paper file. This means that (electronic or digital) documents or document types are organized in a specific context (see use cases below). Information and documents are therefore stored centrally and in a context-specific manner. This allows for different applications at different levels of consideration.

Typical use cases for a digital file include:

Customer File

With the customer file, you always have your key accounts and accounts at a glance and stay up to date. This not only makes your life easier, but also keeps your customers satisfied.

Project File

Many documents, pieces of information, and communications accumulate during everyday project work. It is not always easy to keep track of everything. The digital project file helps you organize your projects and work more efficiently.

Personnel File

What was colleague xy's personnel number again? Do they have a fixed-term or permanent employment contract? How long has this colleague been working for my company? All these questions can be answered quickly and with just a few clicks using a personnel file.

Contract File

Nowadays, contracts, deadlines, and agreements can be managed digitally, centrally, and securely with a digital contract file. Even electronic signatures can be stored directly in the file.  

However, a digital file can do more than just store data. Thanks to the integration of workflow or status engines, for example, processing in the sense of a classic DMS as described in (see section "What is a document management system?"). It is therefore not just a digital copy of the classic paper file.

What is a document in the context of digital files?

Documents are usually associated with written records or papers, as we know them from everyday office life. These can include:
Documents in the sense of digital files
Figure 2:Documents in the sense of digital files | isr.de
In the context of DMS, this refers to electronic documents—regardless of whether they are digitized paper (e.g., scanned) or files in PDF, email format, or audio, video, or graphic formats such as jpeg or mp4, etc.

The advantages of a document management system or digital file at a glance

  • Reduced search effort – spending hours searching through files in the basement is now a thing of the past.

  • Paperless office – no more leafing through folders or paper files; everything can now be found with just a few clicks.

  • Simultaneous access to all documents across all locations
  • Better collaboration when processing documents

  • Traceability of document processing steps (through versioning)

  • High level of information availability throughout the document processing steps: where is the document currently stuck, or who is currently processing it?
    • Individual definition of access permissions, thereby ensuring security/protection against unauthorized access

       

    • Consideration of data security aspects such as compliance, auditability, GoBD You can find the GoBD checklist here.
  • Easy retrieval of documents (and thus enormous time savings)

  • Central "location" for storing documents

  • Prevention of double filing

  • Available anywhere thanks to mobile applications—and with guaranteed security

    • Bitkom confirms: digital files simplify everyday office life

    The latest SME study by Bitkom also highlights the advantages of introducing a suitable digital file or DMS (see Figure 3). Further information on the study can be found here.

    Survey on ECM software for small and medium-sized businesses – digital files
    Figure 3: Surveyon the benefits of ECM software in small and medium-sized enterprises | bitkom.org

    May we introduce you to the ISR file template based on IBM FileNet Content Manager?

    Over the years, we have developed and successfully implemented a wide range of digital file and DMS solutions. In doing so, we repeatedly encounter the same challenges and issues (see section "Questions about the ISR file template based on IBM FileNet Content Manager"), which we aim to address with the help of our file template, thereby creating a solid basis for the successful implementation of a digital file.

    The following functions are included as standard:
    • Dynamic folder hierarchy: The hierarchy is dynamically constructed from metadata. In addition, there are several ways to access the document or information.
    • Integrated import tool: Documents can be checked in and out quickly and easily.
    • Access control: Authorization management ensures that employees can only view the information they are authorized to view.
    • Resubmission function: a resubmission can be defined for each document—never miss a deadline again.
    • Process support: simple, manageable workflows can be easily mapped.
    Figure 4: TheISR Content Manager based on IBM FileNet Content Manager | isr.de

    Why do we rely on IBM FileNet Content Manager?

    ISR is an IBM Platinum Partner
    Thanks to our long-standing partnership with IBM, we have developed our ISR file template based on IBM FileNet Content Manager, which can be used in a variety of ways and for every conceivable business transaction.
    With IBM FileNet Content Manager, you can be sure:
    • The product has been on the market since 2005 and has proven itself to be effective.
    • This is a very powerful, reliable, and future-proof technology.
    • The platform is flexible because it can be expanded as desired (e.g., with additional use cases).
    • The GUI is user-friendly and intuitive.
    • All necessary software components are included in the package.
      • Flexibly expandable thanks to modular design
      • mobile-friendly
      • Web client, mobile client
      • Cloud-ready

    Digital files – just do it...

    Our standard package provides a successful introduction to the digital management of documents and files. It lays a solid foundation for equipping other departments with digitization solutions. In addition, the basic functionality of the software can be expanded with additional licensing for further functional modules in the areas of document recognition, support for complex processes, and automation of routine tasks by robots.

    Questions about the ISR file template based on IBM FileNet Content Manager

    We have compiled a list of frequently asked questions for you and summarized them in a clear FAQ section. Feel free to click through.
    Thanks to the ready-to-use GUI, all you need is a standard HTML5 browser—nothing else. Many adjustments can be made purely through configuration.

    Pretty much everything, actually... Contracts, drawings, audio/video, invoices, delivery notes, calculations, business correspondence, and so on.

    Thanks to Status Engine, our template offers the possibility of mapping linear business processes without a workflow system. These are very simple approval processes, which usually have fewer than 10 process steps.

    Design – Review – Approval/Rejection – Publication (see Figure 6)

    Whether in sales, purchasing, human resources, or project management, the template can be used for any simple process within your organization or company.

    linear approval process - digital file

    Figure 6: Typicallinear release process | isr.de

    Our file template comes with a ready-to-use GUI. But yes, it can be easily adapted to your corporate design or your personal wishes/requirements. For example, adding your company logo is no problem. Color changes to the GUI can also be made quickly.

    "Everything is possible," Toyota once said. Common office products such as Outlook are usually included in the license as standard. A connection to DATEV can also be established. The possibilities are endless. Consultation is required here to determine the most sensible expansion.

    True to the motto "Nothing is impossible," the platform can be expanded to suit almost any use case—depending on requirements, time, and, of course, budget.

    ISR Employee Portrait

    Cihan Klingsporn
    Senior Account & Marketing Manager
    Business Process Automation
    cihan.klingsporn@isr.de
    +49(0)151 422 05 471

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    About ISR

    Since 1993, we have been operating as IT consultants for Data Analytics and Document Logistics, focusing on data management and process automation.
    We provide comprehensive support, from strategic IT consulting to specific implementations and solutions, all the way to IT operations, within the framework of holistic Enterprise Information Management (EIM).
    ISR is part of the CENIT EIM Group.

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