Germany – Repair and maintenance services – Einführung zentrales DMS

Hereon intends to introduce an enterprise-wide document management platform (DMS) to sustainably modernise and standardise the management, processing and provision of business-relevant information. As part of a cross-departmental requirements analysis, the existing work methods, document processes and information flows were examined together with the specialist departments. This revealed that documents and information are currently managed in different systems, drive structures, specialist applications and personal files. The resulting media discontinuities, duplicate storage and different work methods hinder cross-departmental collaboration and lead to increased search effort as well as uncertainties regarding the currency and binding nature of information. At the same time, there are already numerous established specialist applications and information systems that are to continue to fulfil their respective core tasks in the future. The aim of the project is therefore not to replace these systems, but to integrate them meaningfully into a common information platform. The present specification describes the functional, technical and organisational requirements for the future DMS platform and serves as the basis for the selection of a future-proof, economical and long-term operable solution. The future solution is to serve as a central information platform and support the entire lifecycle of documents and information - from capture via processing and joint use to audit-proof archiving and compliant deletion. The focus is not on individual documents or technical functions, but on the efficient support of the daily work processes of employees. Information should be managed uniformly, regardless of its origin, found quickly, provided securely and made available throughout the organisation. The introduction of the DMS platform also aims to gradually reduce existing standalone solutions, establish uniform standards for information management and create a technological basis for the further digitalisation of administrative processes. Modern technologies, in particular AI-supported functions, are to support employees in their daily work and further improve the quality and efficiency of information processing. In summary, the project objectives can be described as follows:

- Introduction of an enterprise-wide uniform information platform for the management of business-relevant documents and information

- Improvement of cross-departmental collaboration through common information stocks and standardised work methods

- Reduction of duplicate storage and ensuring a clear and traceable information base

- Acceleration of information retrieval through powerful search and navigation options

- Support of standardised digital business processes through workflows, task control and traceable release procedures

- Ensuring compliance with legal, regulatory and internal requirements regarding documentation, retention, data protection and information security

- Integration of existing specialist applications and information systems into a common information architecture while avoiding redundant data storage

- Creation of a scalable and future-proof platform that supports organisational changes and future digitalisation projects

- Provision of modern assistance functions, in particular AI-supported search, analysis and classification methods, to support the daily work of employees

- Establishment of a long-term economical and administratively manageable platform for enterprise-wide information management