Digital processes in asset and fund management

The Real I.S. Group is BayernLB’s fund service provider specializing in real estate investments. As the company continued to grow, it reached its limits with its old DMS. The management of acquisitions, purchases and inventory management was affected the worst. A lack of workflow support, insufficient DMS functions and inconvenient email archiving all made daily work more difficult for the employees. The solution to the problem is a modern, user-friendly ECM software, which they can use to manage documents and processes across departments. It should also be possible to incorporate international locations and external service providers in the processes.

In choosing Doxis from SER, Real I.S. has opted for a new technological start. “SER is a flexible partner who proactively supports our agile project approach”, says Oliver Klingsöhr, Team Manager of Business Operations/Information Service Management at Real I.S. AG. The goal is a central and standardized information and processing platform that is available to all departments – regardless of their local circumstances – so that they can carry out their day-to-day business. In addition, the SER solution fulfilled important technical requirements, such as the migration of existing documents from the legacy system during operation and the deep integration into the existing core systems.

eFiles structure set up

In the old DMS, Real I.S. employees often worked folder-based, hierarchical filing structures with far too many documents in the individual folders. With over 400 document types, it was almost impossible to make a meaningful selection when searching. With Doxis, Real I.S. now receives electronic files for core processes such as acquisition, purchasing and inventory management. They ensure that topic and/or process-related documents are clearly bundled. Among others, this includes

• Real estate object files
• Measures files for real estate conversions
• Tenant files as well as fund files for managing real estate funds
• Company files for the administration of fund & real estate companies

Deep ECM integration

In most of Real I.S’s processes, the in-house developed fund management and CRM system is the leading system. Thanks to the close integration of Doxis and this system, electronic files for contacts, funds, real estate objects, and so on are automatically created and linked with one another in Doxis. This means that the hierarchy of files is also mapped in Doxis and Real I.S. employees can jump directly from one file to another.