Back to overview
Smart Analytics
Implementation & Tool Selection Guide Document Management
Step-by-step guide for the introduction of a document management system — from requirements analysis to hypercare. Including weighted tool selection evaluation with a compliance focus (GoBD archiving, eIDAS signature, access rights, deletion concept).
Implementation guide
5 phases from requirements analysis to steady-state operations, including activities, best practices, and deliverables.
Inventory of document flows and storage structures as well as definition of the target image with the document-intensive departments.
Activities
- Collect types of documents and document flows (incoming mail, invoices, contracts, personnel files, project files, emails)
- Quantify search times, media discontinuities, and paper volume (time per search, filing costs, duplicate filings)
- Conduct stakeholder interviews (accounting, purchasing, HR, sales, data protection officer, IT, management)
- Raise compliance requirements: retention periods, GoBD requirements, deletion obligations, access protection, signature requirements
- Prioritize mandatory/optional requirements in the requirements specification and define the target image of the storage structure
Best practices
- Draft a file plan and metadata concept before selecting a system — findability arises from structure, not from storage
- Involve tax consulting and data protection early: Retention and deletion periods apparently contradict each other and must be considered together
- Start with the processes that cause the greatest search effort — quick wins ensure acceptance
Deliverables
- Specification with prioritized requirements
- Document map with types of documents, quantities and deadlines
- Compliance requirements catalog including draft file plan and deletion concept