What is ECM? OPTIMAL SYSTEMS Explains!

ECM encompasses “the technologies, tools, and methods for capturing, managing, storing, preserving, and delivering electronic content throughout the enterprise” (definition of ECM provided by the international ECM association AIIM).

Document management brings added efficiency to the world of information

Electronic document management is a core function of ECM systems that provides unrestricted access to the information world of your company. Data/information and documents are merged into intelligent objects (e-records) in a context-related manner.

This makes it possible to create customizable views for each user and/or workspace. Moreover, powerful features allow you to optimize the workflows for handling your documents efficiently and at any time. This means you can minimize or replace time-consuming and costly manual processes.

What is special about digital document management with solutions from OPTIMAL SYSTEMS is that they are not limited to our ECM system, but can instead be deeply integrated into the existing IT landscape of your company via certified interfaces.

Digital archiving secures knowledge sustainably and in an audit-proof manner

Digital storage and audit-proof archiving of all documents and information makes it possible to secure knowledge over the long term, while saving costs at the same time. After all, losing knowledge or not finding it again can be very expensive. Two-thirds of the time invested in paper-based archiving is spent on processing documents. 97 percent of archival costs are personnel costs. And the total costs continue to grow as the size of your company increases.

Digital archiving with enterprise content management from OPTIMAL SYSTEMS meets all relevant requirements with regard to evidential value and audit-proof storage, documentation authenticity, and retention periods (IT compliance and GoBD). Only authorized persons can view or edit documents. As a user, you also benefit from our high security standards and our technology partnerships with experienced storage management vendors.

Business process management using digital workflows

Enterprise content management is able to digitally map, simplify, and accelerate a vast range of workflows, information, and business processes. The basis for this are digital workflows that are used to model, control, monitor, and further refine various processes. You can choose your mix of ad-hoc, firmly structured, and smart-structured workflows. This results in an information platform where all steps and employees involved are optimally synchronized.

BPM with ECM from OPTIMAL SYSTEMS is suitable for any type of process, such as incoming mail processing including invoice verification, release processes, project management, and vacation requests. Information remains transparent and accessible throughout the entire lifecycle. Also, quality management is improved, costs are reduced sustainably, and company goals are achieved faster and more reliably.