Digitisation platform: the control centre for digital transformation
The demands on companies are constantly increasing: information must be processed faster, documents must be archived in a legally compliant manner and data must be available at all times – regardless of location and securely. That’s why digital document management with nscale is more than just an electronic filing system. It is a strategic lever for greater transparency, agility and efficiency throughout the entire organisation. nscale ensures that information arrives exactly where it is needed – at the right time and in the right context. Whether at the workplace in the office or at home, on a (business) trip or on site in a customer meeting. Purposefully integrated AI features also make it possible to capture the most important content of a document at a glance and interact directly with documents using a chatbot.
Document management (DMS) is an essential part of enterprise content management (ECM) and therefore a central functional area of nscale. Our powerful solution helps companies of all sizes and from all industries to manage their information flows efficiently, fulfil compliance requirements and at the same time make their day-to-day work noticeably easier. This benefits corporations, medium-sized companies and public institutions, as well as public authorities and administrative organisations.
Professional rights management means that only authorised users have access to the information and files relevant to them.
With well-structured digital personnel, supplier and customer files, employees can find all the relevant documents and information for every process at all times.
To aid classification, the database saves relevant metadata on customers, projects, personnel etc. in a kind of master data list.
Intelligent search functions and a comprehensive full text search help users to find the information they need quickly.
Audit-proof digital files make it easier for companies to adhere to the GDPR, including the associated retention and erasure provisions.
Changes to documents are logged in a traceable manner, meaning that older versions can be retrieved at any time.
What is a digitization platform?
A digitisation platform is a company’s control centre for digital transformation. This is because the diverse systems and individual solutions – such as ERP or financial accounting software – require access to structured data to work efficiently and generate added value for the business.
Digitisation platforms like nscale structure and centralise all company information while also integrating individual solutions, facilitating seamless company-wide digital process automation.
A powerful information platform is a solid basis for digitisation projects. As an experienced and competent digitisation partner, we support companies in planning and implementation – be it on-premises or in the cloud.
With scalable, high availability cloud environments, you benefit from robust security features and regular backups to ensure the integrity and confidentiality of documents.
nscale 10 is the latest version of our DMS, which offers improved functionalities
and a user-friendly interface.
The right digitalization platform for every company
Ideally, document management systems are not just a platform for storing information, but also offer a variety of functions that help companies and public organisations to optimise their document processes. For example, automated inbound management enables the structured capture and processing of incoming documents from various sources such as emails, faxes or post. This saves time, reduces errors and improves the traceability of document processes.
The associated information management centralises all relevant data in one platform so that the responsible teams have access to the required information at all times – regardless of whether it concerns customer contacts, project data or internal guidelines. By integrating document management and information management in one ECM platform, nscale creates a standardised information basis for companies.
- Document capture:
Automatic recognition and classification of incoming documents and information – whether by e-mail, scan or upload. - Access control:
Fine-grained assignment of rights according to roles, projects or teams. - Versioning:
Changes are logged without gaps, older versions remain traceable.
- Metadata management:
Categorisation of documents according to freely definable attributes for quick retrieval. - Forwarding:
Dynamic and flexible distribution of information. - Resubmissions:
Reliable reminders ensure that important processes and information ‘stay in the flow’.
- Workflow integration:
Automation of approvals, review processes and escalation levels. - Electronic archiving:
Audit-proof filing with legally compliant storage.
Examples of the use of DMS software
A DMS is used in various areas of a company:
- Invoice processing: Automatic entry and allocation of incoming invoices to corresponding orders, checking, approval and transfer for posting.
- Contract management: Simple creation and clear management of contract documents with reminder functions for important deadlines.
- Personnel management: Centralised management of personnel files, which improves both access and data protection.
Production use case:
A manufacturing company can use nscale to manage its supplier contracts, for example. All contracts, agreements and correspondence are stored centrally in the system and provided with relevant metadata. This means that employees can quickly access the information they need at any time and from any location and ensure that contracts are extended or cancelled on time. Audit-proof archiving ensures compliance with legal regulations and guidelines.
Optimise workflows with DMS programs
A key advantage of DMS solutions is the ability to optimise and automate workflows. With nscale, companies can create workflows that make their own document processes more efficient. For example, they can set up automatic notifications to inform employees about new documents or implement approval workflows to ensure that documents are checked and approved by the right people.
By automating recurring tasks, the relevant teams save time and reduce errors, which leads to an increase in productivity and efficiency. In addition, all steps are traceable at all times and collaboration in day-to-day work becomes noticeably easier.
The advantages of using a DMS
- Centralised data and document storage for maximum transparency
- Structuring and findability of all information
- Access to information and processes regardless of time and place
- Fast knowledge transfer through AI-generated document summaries
- Natural interaction with documents via chatbot function
- Reduction of search times and sources of error
- Automated processes instead of manual routines
- Cost savings through digital instead of paper-based processes
- Better cooperation through standardised information basis
- Simple integration with existing systems
- Individually configurable user interfaces and authorisation concepts
- Legal certainty and compliance through audit-proof archiving
Full integration - these are the partners
nscale integrates seamlessly into existing IT landscapes and supports a variety of interfaces to other systems.
Holistic document management - with nscale
With nscale, companies and public organisations benefit from comprehensive digital document management that can be flexibly adapted to their needs. Whether an individual department or an entire organisation: our platform grows with the requirements of the user and offers all the necessary tools for the digital transformation of document processes – reliably, securely and intuitively. From capturing incoming documents and managing information to audit-proof archiving, nscale offers all the functions that organisations need for efficient document management – and much more.
Rapid introduction of digital document management in your company too
Introducing nscale is simple and straightforward: Our experts will support you with planning, implementation and training to ensure you realise the full potential of the solution. We offer customised solutions tailored to the specific requirements and challenges of your organisation and are always on hand to offer advice and support. Contact us today to find out more about nscale and start your digital transformation.
FAQs
What costs does a DMS entail?
The cost of a DMS can vary depending on the provider, range of functions and company size. At nscale, we offer flexible pricing models that allow you to customise the solution to your individual requirements and thus save costs.
What interfaces does our DMS programme have?
nscale offers a variety of interfaces to leading applications to ensure seamless integration into your existing IT infrastructure. Our partner applications include ERP systems, CRM software and accounting programmes that allow you to connect nscale with your existing systems to ensure a smooth flow of information.
For whom is a DMS relevant?
A DMS is relevant for companies of all sizes and industries that want to optimise their document management and make it more efficient. Whether you are a small start-up, a medium-sized company or a global corporation, nscale offers you the right tools and functions to optimise your document processes and improve your business workflows.
Get in touch.
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Ceyoniq Technology GmbH is a group company of Kyocera Document Solutions.
Ceyoniq Technology GmbH
Boulevard 9 | 33613 Bielefeld
Together we develop strong ideas and implement tailor-made and individual solutions for companies and public administrations – contact us, we look forward to hearing from you!
The digitalization platform: control center of the digital transformation
A digitalization platform is the control center of a company’s digital transformation.
