Compliance Management
– Internal Control System Meets ECM

By Martin Bartonitz

Following a brief introduction to Compliance management (Part 1: What Is Meant by Compliance?) and its different facets (Part 2: Aspects of Compliance Management), here I illustrate the organizational framework for the management of audit tasks, also known as an Internal Control System or ICS for short. What is all this about exactly and how can an ECM help?

Karsten Renz and Sven Sauer founded OPTIMAL SYSTEMS in Berlin in order to develop archiving software for Daimler-Benz AG. It wasn’t long before they found success: just one year later, the first installations of the archiving solution were up and running in public administrations and industrial companies. In 2005, OPTIMAL SYSTEMS released the first version of a comprehensive ECM software suite. Since then, the company has grown continuously over the years. Today, the group of companies, with 330 employees in total, is made up of eleven companies operating in 14 locations. In 2015, the company recorded sales of more than 40 million euros for the first time in its history.

Fig. 1: First prototype of a client in optimal_AS version 1.0

And so far, development has been characterized by the winning of coveted awards and prizes. For example, the ECM solution achieved top results in a recognized study conducted by dsk Beratungs-GmbH in 2007, where it completely fulfilled the maximum requirements in five sub-areas. In 2008, Pentadoc Radar ranked OPTIMAL SYSTEMS first in its customer satisfaction study. More distinctions followed, so it was only logical that the Berlin-based software company was also named the first

Fig. 2: Many customers also use enaio® ECM software on their mobile devices

ECM manufacturer of the year” in 2012.

In addition, the walls of the OPTIMAL SYSTEMS head office are not just decorated with certifications of gold and premium partnerships with Microsoft and SAP, which it attained almost as soon as the company was founded, but also with certifications from practically all leading scanning and storage manufacturers, as well as the Competence Center for Telematics in Health Care (ZTG).

Further information:

» Karsten Renz, CEO of the group of companies, talks about 25 years of company history here.
» Find out about further milestones in the company’s history here.
» Pictures celebrating a quarter-century of OPTIMAL SYSTEMS can be found on Instagram and Facebook.


About the OPTIMAL SYSTEMS Group of Companies

OPTIMAL SYSTEMS has been developing and distributing Enterprise Content Management (ECM) software for 25 years with more than 330 employees. This primarily involves software solutions for comprehensive information management and for digitalization and the efficient handling of business processes. The software helps companies to find information rapidly, manage it transparently, archive it securely, and make the concept of the digital workplace a reality. Around 300,000 users at more than 1,860 customers work with enaio® – the ECM software by OPTIMAL SYSTEMS – every day. The group of companies comprises eleven companies in 14 different locations. enaio® is used in ten European countries as well as in Asia and further afield.