SAP document management system - Is archiving software sufficient?

SAP document management system - Is archiving software sufficient?

A document management system (DMS) is used to store, manage and archive all of a company's data and its entire document management system. In detail, a DMS represents the electronic recording, processing, administration and archiving of documents from various areas of the company, such as inventory management, finance and accounting or production planning. Today, the term DMS has been replaced by the Enterprise Content Management System (ECM) and has been used less since then.

The aim of a compliant DMS is to make all relevant documents retrievable and processed by all employees of a company in the shortest possible time. Whether invoices, contracts or delivery notes — the DMS records every format and manages them as electronic documents.

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What is a document management system (DMS) and how does it differ from archiving software?

The functions of a document management system (DMS) go beyond those of a digital archive. It covers the entire life cycle of documents. From creation to storage to destruction. A DMS also offers extensive management functions. It provides real-time access and improves collaboration. Search functions and metadata make it easy to find information quickly.

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Here are some key differences between a DMS and simple archiving software:

• Functionality: DMS provides workflows and automation, archiving software only stores.
• Access: DMS allows role-based access rights, archiving software often does not.

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A DMS has a number of advantages. Internal processes in particular can be carried out significantly faster and more easily thanks to the prompt retrieval of documents. However, the experience of kgs shows that a DMS can often be replaced by an intelligent archiving solution, as leading systems (such as SAP or Microsoft) have already integrated one. An intelligent archiving solution such as kgs tia® therefore often solves two problems at the same time: Documents are archived professionally and can also be easily viewed and retrieved at any time.

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Replacements from document management systems

Replacing a classic DMS within SAP with a specialized archiving solution such as tia® offers companies significant advantages in terms of efficiency, future security and costs. While traditional DMS systems are often complex, redundant and difficult to scale, tia® provides a modern, integrated and powerful archive architecture.

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The 4 most important reasons for switching:

• Seamless SAP integration: tia® uses SAP standards such as ArchiveLink, ILM and CMIS and fits completely into existing SAP landscapes.

• Single point of truth: Central document management across all systems prevents redundant data and fragmented archives.

• High performance & lower effort: Lean, directly connected architecture ensures stable performance and reduces administration and complexity.

• Cost efficiency & future security: Up to 70% lower operating and licensing costs with full compliance and optimal preparation for cloud and S/4HANA scenarios.

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