Powered by the latest AI

Your next-generation
document management system

  • Easily manage high volumes of documents
  • Shorten processing times & supercharge productivity
  • Ensure compliance through certified software

Efficiency begins with an AI-powered DMS

Say goodbye to paper, floating files, email attachments and file directories. The Doxis document management system gives you back control of all your documents with the complete digital management of contracts, orders, invoices, HR documents and much more.

Easily find all business information, speed up your decision-making, prevent errors and underpin the long-term success of your business.

Enhanced productivity

Work on and manage all documents digitally: This reduces lead times, expedites decision-making and prevents costly errors.

Easier compliance

Reduce the time and effort needed to fulfill and document compliance requirements and help prevent sanctions as a result.

Better resource deployment

Automate your document filing and distribution workflows and free up resources for service, order processing etc.

Understand documents using AI

Extract relevant information from emails and documents, have the system draw up a multi-page contract or launch a workflow directly from a document: The selective use of artificial intelligence in a document management system will transform your company’s processes and make work easier, faster and more secure for you and your employees.

Work today the way others will tomorrow.

Get to know Doxis — our intelligent content automation plattform.

Customers and analysts
rate SER & Doxis

What’s inside a document management system?

A document management system, or DMS, is more than just a digital replicate of your archive room! Click here to find out more about digitalizing company-wide processes with Doxis.

The 5 basics of a document management system

Capture documents

The document management system captures documents across all inbound channels and from diverse source systems. Paper documents are digitized via a scanning workflow and transferred to Doxis.

  • Single and batch scanning for paper documents with centralized and decentralized scanning
  • Document separation per barcode, by page number and manually
  • Automatic filing from source systems including ERP, CRM, HR and others

The biggest advantage of the system is how it schedules tasks for us, and assigns and monitors retention and deletion deadlines. We used to do this by hand, which was incredibly time-consuming and prone to error.

Recognize and understand documents

Doxis uses artificial intelligence to extract all relevant information from the document and file it as structured, searchable metadata. AI processes, understands and classifies the document entirely independently, files it in the corresponding electronic file and routes it to the right person for further processing.

  • AI-powered automation of inbound mail
  • Automated metadata extraction and indexing
  • OCR and PDF/A conversion
  • Automatic form recognition, image cleanup and image enhancements
  • Start processes directly from the capture process
  • Basis for digital inbound mail and invoice processing and company-wide digital document routing

I have quick access to all the important information. In the past, I had to pick up new mail three times a day at the team management office. I now receive it conveniently in my electronic mailbox. Such a great solution!

Work on documents

Doxis finds the right person for every document and even considers deputy rules. For instance, it forwards invoices to Finance for review and verification, while applications go directly to colleagues in HR for review.

Doxis documents every step of the process in accordance with your procedural documentation and provides an excellent basis for improving your compliance.

  • Replicates all types of release processes, multi-stage release workflows, delegation and deputy rules
  • Automatically defines processors and escalation mechanisms
  • Simplifies procedural documentation in line with regulatory requirements
  • Automated version management

The customers notice that our processing speed is higher due to the fact that we respond so much faster. We are now able to answer a customer inquiry within two days. This is technically feasible because of Doxis.

Archive documents

Doxis archives the document at the end of the workflow and the document becomes inactive. Once the status changes to inactive, for instance after invoice posting, documents, stored data, documentation and versions can no longer be modified. Read-only access is available to authorized users only. The document is archived audit-compliantly in line with regulatory requirements.

  • Flexible, automatically managed retention periods in line with, e.g. regulatory requirements
  • Multiple legal/litigation holds in case of litigation
  • Archiving in the original format and in long-term formats such as PDF/A
  • EU GDPR-compliant retention & deletion
  • Records management in accordance with ISO 16175-2

All documents relevant to production are compiled in one efile where the user can search through them. This makes work so much easier.

Find documents

Authorized users can locate documents in seconds regardless of the document status (active or inactive). Doxis offers a comprehensive enterprise search function akin to Google Search. The system trawls documents, metadata and data from integrated third-party systems, enabling it to also seamlessly retrieve information from the ERP or CRM system.

  • Full-text search
  • Indexing of data from ERP/CRM or other third-party systems
  • EU GDPR-compliant search with access restrictions

Questions such as 'Which loan processes were in place on March 14, 2015?’ can be answered easily and immediately today using our ECM system.

Enhance productivity with a DMS

Search

Keyword, full-text or a combination of both: Find every document, even those in other locations throughout the company. You don't even need the original software: The DMS can display 250 file formats.

File

Intelligent information management with Doxis DMS software uses clear file dialogs and automated context assignment to simplify the filing of new documents.

Process

Via Doxis add-ons you can use further DMS functions, such as searching and filing, directly in Microsoft Office and Outlook, IBM Notes etc. Create new documents quickly with the Doxis templates.

Comment

Add comments and notes to documents digitally with Doxis without affecting the original. The DMS software can also include this additional information in searches.

Version

Doxis keeps track of all changes in documents through version management. This means you immediately see the most current version of, e.g. a project plan. You can also find older versions quickly and at any time.

Structure

Doxis electronic files bring together information in their business context, e.g. all contracts, orders, emails or even processes related to a customer or supplier.

The 5 basics of adocument management system

Capture

Capture documents

The document management system captures documents across all inbound channels and from diverse source systems. Paper documents are digitized via a scanning workflow and transferred to Doxis.

  • Single and batch scanning for paper documents with centralized and decentralized scanning
  • Document separation per barcode, by page number and manually
  • Automatic filing from source systems including ERP, CRM, HR and others
Recognize and understand

Recognize and understand documents

Doxis uses artificial intelligence to extract all relevant information from the document and file it as structured, searchable metadata. AI processes, understands and classifies the document entirely independently, files it in the corresponding electronic file and routes it to the right person for further processing.

  • AI-powered automation of inbound mail
  • Automated metadata extraction and indexing
  • OCR and PDF/A conversion
  • Automatic form recognition, image cleanup and image enhancements
  • Start processes directly from the capture process
  • Basis for digital inbound mail and invoice processing and company-wide digital document routing
Process

Work on documents

Doxis finds the right person for every document and even considers deputy rules. For instance, it forwards invoices to accounting for review and verification, while applications go directly to colleagues in HR for review.

Doxis documents every step of the process in accordance with your procedural documentation and provides an excellent basis for improving your compliance.

  • Replicates all types of release processes, multi-stage release workflows, delegation and deputy rules
  • Automatically defines processors and escalation mechanisms
  • Simplifies procedural documentation in line with regulatory requirements
  • Automated version management
Archive

Archive documents

Doxis archives the document at the end of the workflow and the document becomes inactive. Once the status changes to inactive, for instance after invoice posting, documents, stored data, documentation and versions can no longer be modified. Read-only access is available to authorized users only. The document is archived audit-compliantly in line with regulatory requirements.

  • Flexible, automatically managed retention periods, e.g. in line with regulatory requirements
  • Multiple legal/litigation holds in case of litigation
  • Archiving in the original format and in long-term formats such as PDF/A
  • EU GDPR-compliant retention & deletion
  • Records management in accordance with ISO 16175-2
Search and find

Find documents

Authorized users can locate documents in seconds regardless of the document status (active or inactive). Doxis offers a comprehensive enterprise search function akin to Google Search. The system trawls documents, metadata and data from integrated third-party systems, enabling it to also seamlessly retrieve information from the ERP or CRM system.

  • Full-text search
  • Indexing of data from ERP/CRM or other third-party systems
  • EU GDPR-compliant search with access restrictions

Valuable insights around digital document management

How SEW-EURODRIVE achieved an ROI of 336%

Forrester Consulting studied the total economic impact of Doxis Intelligent Content Automation at our customer SEW-EURODRIVE. Discover the significant findings of this independent study.


Case study: Automotive financing with ECM from SER

“We wouldn't be able to function anymore without our DMS!” Find out how FCA BANK uses document management and digital files in the automotive financing sector.


Guide: Next-generation enterprise content management

This guide helps you understand how an ECM system can help improve efficiency within an organization while also cutting costs. With practical decision guides, real-life examples and checklists, the guide will make it easier for you to find and launch the DMS solution that best meets your requirements.


Integration with your IT ecosystem

Discover modern document management for enterprises

Learn more about Doxis, the next generation of enterprise content management. With individually customizable workflows, content bridges to your third-party systems plus an array of add-ons, you can build a central document management system from which all departments benefit. Request a live demo for your business.

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FAQs on document management systems (DMS)

What is document management?
Document management refers to the software-assisted administration of electronic documents over their entire life cycle. A document management system is part of a broader ECM platform and serves as the single source of truth for all information.
What does DMS stand for?
DMS stands for document management system. It is software that is designed specifically for capturing, managing, processing and storing documents.
What does document management cover?
A DMS looks after a document over its entire life cycle, from creation, processing and editing, to audit-proof archiving and deletion at the end of its retention period. Modern systems also support users with additional automation capabilities or other features such as task assignment, authorization concepts and machine learning.
Why is a DMS important?
Since many business processes depend on documents, these must meet legal as well as internal requirements — including speedy retrieval, audit-proof archiving and simple sharing. A conventional file storage system simply isn’t enough. You need a customizable system with best practice workflows.
What are the advantages of a DMS?
A DMS is the connecting link between departments and helps to improve digital collaboration. All document-driven processes benefit from greater transparency while becoming faster and fully compliant. Defined workflows and the automation of individual tasks unlock the greatest potential for reducing costs and enhancing productivity.