Efficient document management lies at the heart of streamlined operations and effective collaboration, especially in a rapidly evolving digital business landscape. And, as organizations try to handle an increasing amount of data and business documentation on their own, the need for a robust document management system becomes even more essential.
Enter the SAP Document Management System (DMS) – a comprehensive digital framework designed to revolutionize how businesses create, store, collaborate on, and manage their critical documents.
This article will discuss the key components and capabilities of the SAP Document Management system and how it enhances controls for the entire document lifecycle, as well as where our team of experienced SAP consultants can come in to help.
Read on to learn more!
What is Document Management System in SAP?
SAP Document Management System (DMS) is a comprehensive application designed to help companies view, store, and manage documents and digital assets more efficiently across the entire document lifecycle. Business users can leverage SAP DMS capabilities in three different ways:
- Application option: Offers a standalone web application that allows users to manage documents and other enterprise content more efficiently through advanced document management capabilities.
- Integration option: Allows users to build and integrate document management capabilities into existing business applications.
- Repository option: Lets users define storage system capabilities to promote more secure document management and storage.
Key Features of the SAP Document Management Service
With the SAP DMS solution, small and medium-sized business enterprises can manage document access, outline security features to protect business documents, and leverage robust search controls to find and manage files in different formats (PDF, Excel, Word, etc.)
Let’s take a look at a few of the key features of the SAP DMS solution:
SAP DMS, Application Option
The Application Option is a Software-as-a-Service (SaaS) offering that is designed for business users who want a ready-to-use application to accurately and securely store and manage business documents. This option can be accessed through a shared URL for file storing and sharing across the SAP BTP landscape, but it can only be used through a defined user interface or controlled APIs.
With this SAP system option, users are enabled to:
- Store business documents and attachments through well-defined SAP storage systems
- Connect to your business storage through an on-premise or cloud repository
- Leverage Reuse UI to search, view, and download documents in different formats and manage files and folders to store metadata and other documents
- Support encryption features to enhance business document control and ensure data is encrypted with the correct encryption keys
SAP DMS, Integration Option
The Integration Option is available via Cloud Platform Enterprise Agreement (CPEA) cloud credits or the Service Marketplace on the SAP BTP landscape, and it allows users to build a document management layer to manage business documents or attachments in the same location.
The SAP DMS Integration Option allows users to:
- Store and manage business documents and attachments
- Abstract and expose the complexities of the repository to all the applications that consume the repository
- Leverage API capabilities to build a customized document management system and manage documents that are associated with on-premise or cloud applications
- Support embedded Reuse AI capabilities to improve document management
- Simplify and manage the upload of larger files through content streams that break the files into smaller sections
SAP DMS, Repository Option
The Repository Option allows business users to leverage folder hierarchies to store and manage documents, attachments, and other enterprise content securely and efficiently. This option can be used along with the Application or Integration Option, but it cannot act as an independent offering.
With the Repository Option, business users are enabled to:
- Store documents and attachments in a cloud-based repository
- Support data hashing features, such as message-digest (MD5) and Secure Hash Algorithm (SHA)
- Leverage repository support for multitenant applications to improve content separation
- Access CMIS-based capabilities to support file storage, hierarchy structure, metadata consumption, and document versioning features
- Use advanced virus scanning features to scan files before uploading into the repository
Addressing Core Issues with SAP Document Management
It’s no secret that quite a few challenges come with trying to create and manage documents, attachments, and other enterprise content in the most efficient manner.
But, with the SAP Document Management System, users can leverage advanced documentation capabilities to solve these business issues in a more secure environment.
1) Business Documentation Storage
SAP Document Management Service capabilities make it easier for companies to define storage category types to ensure secure storage of business documentation in the SAP content server. The solution also offers automatic document conversions to enhance viewing and storage capabilities across the enterprise.
2) Document Management
With SAP’s Document Management System, business users can manage multiple document versions and revisions in the same place, facilitate more efficient document distribution to key stakeholders, and track the document status and history over time.
3) Document Classification
The document classification system in SAP’s Document Management Service provides the capabilities needed to help users describe and separate documents into different categories and leverage defined classes to simplify document search tasks.
4) Access Management
The SAP Document Management System offers advanced document access control settings that leverage pre-built SAP roles and authorizations to manage and maintain authorization control while creating, editing, or viewing documents.
Main Advantages of the SAP DMS Solution
SAP Document Management System (DMS) offers several advantages for business users, including those centered around improving document-related processes, enhancing collaboration, and streamlining information management. Here are some main advantages of the SAP DMS solution:
Centralized Document Repository:
SAP DMS provides a centralized repository for storing multiple document types, such as contracts, drawings, specifications, and invoices, to ensure documents are accessible and the need for manual searches is reduced. The DMS solution also supports the entire document lifecycle, from creation and storage to archiving and deletion, managing documents more consistently and aligning them with organizational policies.
Document Security and Control:
The SAP DMS system enables version control, meaning users can keep track of different document versions as they undergo revisions or need more accurate document history over time. SAP DMS also offers robust security features that allow businesses to control document access based on user roles and permissions and ensure that sensitive information is only accessible to authorized users.
Business processes involving documents can be automated using SAP DMS, including approval workflows, routing documents for review, and triggering notifications for specific events. In this case, workflow automation reduces manual intervention and speeds up processes across the entire enterprise.
Collaboration and Integration:
SAP DMS supports collaboration by enabling multiple users to simultaneously work on the same document, eliminating the need for emailing documents back and forth and ensuring that everyone is editing the most up-to-date document version. The DMS solution can seamlessly integrate with other SAP modules and business processes to enhance data consistency and accuracy throughout various systems, applications, and organizational functions.
With robust search and retrieval capabilities in SAP DMS, business users can quickly locate documents based on metadata, keywords, or other outlined criteria, reducing the time spent searching for documents and improving overall efficiency. By digitizing documents and initiating electronic workflows, SAP DMS can contribute to reduced paper usage and a more environmentally friendly approach to documentation.
Auditing and Compliance:
SAP DMS helps organizations maintain compliance with regulatory standards by tracking document changes, recording access history, and providing an accurate audit trail.
Many SAP DMS solutions offer mobile accessibility, allowing users to access, review, and collaborate on documents whenever and wherever they need to, using their mobile devices. This allows users to continue to work remotely or while on the go, improving productivity and efficiency across the board.
By streamlining document-related processes, reducing manual tasks, and improving collaboration, SAP DMS can help users save costs and improve resource allocation and utilization over time.
How Can We Help?
Whether you need help implementing new SAP products or applications for the first time, additional support navigating complex folder structures and file types to manage documents, or just an extra hand tracking individual document status over time; Surety Systems is here to help.
Our team of senior-level, US-based SAP consultants has the skills, experience, and know-how to handle all your SAP project needs, from implementations to integrations, upgrades, enhancements, and more.