Document Management Systems
Our document management systems enable both the organization of documents and the creation of workflows—whether fully digital or hybrid.
A truly effective document management system must strikethe perfect balance between technological solutions and business needs. In fact, it is the technology that must adapt perfectly to the operations of each individual organization. Only then can it become a strategic tool capable of increasing efficiency, improving knowledge management, and ensuring regulatory compliance—including with regard to document retention.
Today , digital document management allows for the optimal organization of every workflow, even in hybrid environments where certain steps must remain analog due to relational or organizational needs. With the right tools, we can integrate these requirements into a structured and monitorable system, enabling companies to reap all the benefits of digitization even when the initial scenario appears complex or involves very specific requirements.
The Key Features of a Document Management System
What should you expect from an electronic document management system? First and foremost, the ability to integrate seamlessly into business processes, helping to streamline them without ever compromising their organization or nature. Here are some of the key features of the products and services we offer to ensure comprehensive, transparent business management free of information silos.
Business Process Management (BPM) using workflows: digitization of outgoing shipping documents (sales shipping documents) through electronic signature sessions and generation of proof of delivery (POD), digitization of outbound shipping documents (purchase delivery notes) via barcode scanning and artificial intelligence, purchase order management (ODA), expense report management, management of import and export customs processes, and optimization of HR workflows through electronic signature sessions.
The digitization of processes—from purchase orders to shipping documents, from expense reports to customs management—becomes a resource that enables operational agility, control, and traceability. The use of technologies such as electronic signatures and artificial intelligence makes it possible to automate the most repetitive tasks and free up time and resources for higher-value activities.
Our document management systems fit seamlessly into any workflow, even in highly structured environments such as logistics or human resources management. The goal is always the same: to ensure that information is managed in an organized, compliant, and immediately accessible manner.
Speaking of integration, digital document management must, of course, integrate seamlessly and transparently with all elements of the corporate ecosystem. Our services enable the management of document-based projects with integration across different systems: SAP ERP, DMS (Document Management System), and external systems (electronic invoicing, customs documents, RENTRI documents for waste management, and legally compliant archiving).
Document Management Services: Features That Simplify Processes
The general features of these systems are the driving force behind document management. But once documents are digitized, you can unlock advanced features and tools that enable faster decision-making, greater visibility, and, overall, better use of the business data contained in the documents.
Here are some of the key features that define our digital document management solution.
- Support for the Document Management Manager and users regarding systems in production
- Document Archiving and Optimization of Information Retrieval
- Drafting a Manual for a Document Management System
- Archiving System Audit
- Management of document relationships in SAP among all SAP objects, for example, to provide the administration with visibility and access to purchase orders and shipping documents related to purchase invoices and sales invoices
Italian Electronic Invoicing: The Benefits of Integration with Document Management
In addition to being a legal requirement, electronic invoicing can become a powerful tool for improving efficiency when integrated with a digital document management system. Through this system, it is possible to manage invoices and transactions directly within your own ecosystem, without requiring users to switch to third-party tools. The ability to perform all operations from a single system simplifies processes and reduces the margin for error. Here are some of the tools we use to unlock the potential of electronic document management.
- Management of the client company’s accreditation with the SDI (Interchange System)
- Consulting on Creating XML Files with SAP ERP
- Technical and Regulatory Consulting on Italian Invoicing Rules
- Management of active and passive electronic invoicing projects using SAP ERP and invoice reconciliation
- Implementing Processes with OpenText VIM to Automate Accounting Processes
- Integration of the SAP system with document management systems and compliance-based record retention
International Electronic Invoicing: Simplified Document Management
Managing tax documents in an international context can be complex. Here, too, having an effective, consistent, and unified tool makes the work more streamlined and structured. Thanks to our experience in the field of document management, we can develop systems capable of handling administrative and bureaucratic complexities, leading to greater efficiency and operational agility.
- Support for obtaining accreditation from government agencies for system integration to enable the delivery of invoices to the end recipient (e.g., ANAF in Romania)
- Managing Credits on the Peppol Platform Using SAP
- Consulting on Creating XML Files with SAP ERP Across Different Countries
- Technical and Regulatory Consulting on Electronic Invoicing Rules
- Management of active and passive electronic invoicing projects using SAP ERP and invoice reconciliation
- Implementing Processes with OpenText VIM to Automate Accounting Processes
- Integration of the SAP system with document management systems and compliance-based record retention
Other features of our document management systems
E-reporting / SAF-T
- Support for accreditation with government agencies for interconnection purposes, in order to submit registration documents to the government agency
- Managing Credits on the Peppol Platform Using SAP
- Technical and Regulatory Consulting on E-Reporting and SAF-T Rules
- Consulting on Creating XML Files with SAP ERP Across Different Countries
Electronic Signatures
- Analysis of Signing Processes Within Organizations
- Assistance in drafting signature manuals and contracts
- Ongoing updates to the regulations governing simple electronic signatures (FES), advanced electronic signatures (FEA), and qualified electronic signatures (FEQ)
- Project Management Using Tablets for Graphometric Signatures
- Choosing an Electronic Signature Provider
- Legal advice on signature systems and the simultaneous retention of documents in compliance with regulations
Compliant Storage
- Analysis of Current Preservation Processes
- Assistance in drafting conservation manuals and contracts
- Continuous Updates to the Regulations
- Tax, legal, and administrative consulting on the process of maintaining records in compliance with regulations
- Training and Support for the Head of Conservation and Any Designated Representatives
- Role of the Curator
- Audit of the Retention Process
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