Document Management System (DMS)

Structured, electronic document archiving in companies

Document management software for business data, documents and files

Digital document archiving with automated handling and processing

In a digital world, paper documents are no longer up-to-date. Not only can originals be available just in one place, they can also be partially or completely destroyed or lost during processing. Over the duration of the legal retention periods, physical archives can only be searched with a high expenditure of time and money. Processes that handle analogue documents are always subject to media breaks and a low level of automation. This is exactly where the document management system from PASS (PASS DMS system) comes in.

With our document management system you can transfer your paper-centric document management into an electronic archive. The storage and metadata structure for the individually created object types can be flexibly configured. The storage is versioned and historicized, both in terms of the objects and the attached documents.
Legal basis

Legal basis

Our document management system can be used to support the fulfilment of the German legal archiving obligations according to § 257 HGB and § 147 AO.

Integration of the PASS BPA Suite

The COSA 6 BPA Suite can be seamlessly integrated into the PASS DMS system based on COSA 6 DMS. With this, document-centered processes can be mapped, implemented as workflows and started automatically. Furthermore, triggers can be activated in existing workflows. Triggers are e.g. the creation of new objects, changing of attributes, moving of objects, creation of child objects etc.

 

 

Highlights of the document management system

Free archive definition

Free archive definition

Free and flexible configurability of objects, attributes and archive structure. Object types are defined as new or derived from standard types. Attributes can be individually determined and their properties can be configured. The archive structure can be freely defined as a parent-child relationship between the objects.

 

Powerful search function

Powerful search function

The objects and documents in the electronic archive can be searched for with high performance. The index attributes of the objects and documents can be restricted using standard operators until the desired result set is displayed.

 

Versioning and historization

Versioning and historization

The objects and documents can be stored (switchable) versioned. Changes to objects and attached documents are logged and lead to new versions. Old versions remain archived in an unchangeable form. The processing history in the document archive is therefore traceable at any time.

LDAP synchronization

LDAP synchronization

The user and role structure in the DMS system can be synchronized with a central administration system via LDAP (Lightweight Directory Access Protocol) at regular, configurable intervals.

Integrated authorization system

Integrated authorization system

The DMS system is equipped with its own authorization system for user, role and rights management, which makes the system independent of third-party systems and possible failures. User rights can be flexibly assigned to the various objects and documents. This ensures that no unauthorized access is possible.

 

EMC Centera Connection

EMC Centera Connection

The DMS system supports the physical storage of documents on the long-term storage medium Centera via the CAS interface.

 

The DMS architecture

Modular client-server system

The document archive is divided into a physical and a logical archive:

  • Physical archive

Data is stored on a physical storage medium. This applies, for example, to the documents as such. For storage in the physical archive, the standard file system can be used in the same way as special file systems. Storage on WORM, MOD, CD-ROM and EMC Centera is supported.

  • Logical archive

The logical archive serves as the interface between user and physical archive. This ensures processing that is independent of the physical storage medium, which remains invisible to the user. In order to make intuitive working possible, especially with regard to storage and search for documents in the archive, the corresponding archive structure is planned after thorough analysis.

The DMS Server provides centralized storage and administrative functions.

The DMS database administers objects and structural data.

User access is provided via the standard archive client or via the API:

  • Standard client

The archive client is used to store and retrieve documents as well as to browse and search the archive.

  • API

The API also allows the implementation of a fully customized client application.

 

 

Benefits

for users and the specialist side

for users and the specialist side

  • Quality improvement in the processing and handling of documents
  • Faster retrieval of documents
  • Traceability of the processing history
  • Document access across different locations
  • Documents can be read by several people at the same time
for IT or division managers

for IT or division managers

  • Traceability in the processing history
  • Increase in quality by avoiding media breaks
  • Streamlining of office space
for decision makers and management

for decision makers and management

  • Cost reduction through digitalization
  • Faster processing times
  • Increase in quality by avoiding media breaks

 

Screenshots of our document management system

Why PASS?

Our holistic solution portfolio is characterized by our appearance as a full-service provider. We carry out strategic consulting and implementation projects, provide the necessary software products, take care of the integration and also offer services for the operation and hosting of the solutions.

Our services:

  • Consulting on all aspects of digital archiving
  • Implementation project for the document management system
  • Administrator training
  • User training
  • Hosting of the document management system in our German data centers

Usage models of the document management system

  ASP = Application Service ProviderLicensing
Type of use Operation of the DMS system for the customer in our data centers in Germany Provision of the DMS software as license
Licenses
  • By number of users
  • Corporate license
  • Group license
  • By number of users
  • Corporate license
  • Group license
  • Is maintenance necessary? Yes Yes
    What are the maintenance costs? 20% of the license price 20% of the license price
    Is an installation necessary? No. Only configurations, e.g. of the subject-specific archive Yes, installation support can be provided additionally if required
    Who is the model suitable for? Companies that are considering hosting of systems and/or data by a service provider Companies that do not intend hosting by a service provider

    Frequently asked questions by our customers