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 PASS Document Management System (DMS system) comes in.
With our document management system you can transfer your paper-centric document management into an electronic archive. The filing and metadata structure for the individually created object types can be flexibly configured. The filing is versioned and historicized, both in terms of the objects and the attached documents.
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 or moving of objects, changing of attributes, creation of child objects etc.
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.
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.
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.
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.
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.
EMC centera connection
The document management system supports the physical filing of documents on the long-term storage medium Centera via the CAS interface.
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 filing 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 saving and search for documents in the archive, the corresponding archive structure is planned after thorough analysis.
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
- Traceability in the processing history
- Increase in quality by avoiding media breaks
- Streamlining of office space
for decision makers and management
- Cost reduction through digitalization
- Faster processing times
- Increase in quality by avoiding media breaks
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.
- 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
|ASP = Application Service Provider||Licensing|
|Type of use||Operation of the DMS system for the customer in our data centers in Germany||Provision of the DMS software as 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|
In our Document Management System, only standard types are predefined, from which individually definable object types can be derived. The document archive can therefore be structured in such a way that it exactly reflects the working reality in every company. It also ensures that exactly those index attributes for each object/document are stored that your company needs.