Does this sound familiar?
Documents are scattered
Invoices are stored in emails, folders and different computers.
Contracts are found too late
Contracts are only found when a deadline has already passed.
Structures differ by person
Employees use different folders, names and network drives.
Scans cannot be searched
Scanned documents often cannot be searched by content, amount or supplier.
Permissions are unclear
On network drives it is often unclear who may access which documents.
Knowledge depends on individuals
When people are absent, nobody knows where important documents are stored.
Digital document management creates one central, traceable and searchable archive for the business.
Your documents in one central place
Full-text search
Search not only file names, but also content inside a document.
Automatic classification
New documents can be organized by sender, content, document type or tags.
Simple document intake
Documents arrive by upload, scanner folder, watched folder or email.
Clear permissions
Define which employees may access which documents and business areas.
Less manual filing
Recurring documents such as invoices, delivery notes or contracts are processed according to defined rules.
Reliable operation
If desired, we handle hosting, backups, updates and technical monitoring.
Main functions
Capture
- web upload
- drag and drop
- scanner input folder
- import from existing directories
- document intake by email
- API handover
Recognize and organize
- OCR text recognition
- full-text indexing
- document types
- senders and business partners
- tags
- custom fields
- automatic classification rules
- definable storage paths
Search and work
- fast full-text search
- filters and saved views
- document preview
- notes and metadata
- document history
- original file download
- recycle bin and restore
Control and protect
- users and groups
- global permissions
- document-level access rights
- separate areas for accounting, HR or management
- traceable processing
- regular backups
Implementation by KMU Digitalwerk
An empty archive does not solve an organizational problem. We therefore analyze document types, intake channels, access rights and useful automation steps with you.
Assessment
We analyze document types, existing storage, users and processes.
Structure and permissions
We define document types, tags, metadata, user roles and access rights.
Technical setup
We install and configure the system in a suitable hosting environment.
Automation
We set up intake channels, classification rules and agreed workflows.
Data import
Existing documents can be imported from folder structures or other repositories.
Training
Employees receive a clear introduction for daily use.
Operation and support
If desired, we handle backup, updates, monitoring and support.
Hosting options
EU hosting
Cost-efficient operation on European hosting infrastructure.
Swiss hosting
Optional operation on infrastructure located in Switzerland.
Customer infrastructure
Installation on suitable server or cloud infrastructure operated by the customer.
The concrete hosting and security architecture depends on document types, protection needs and operational requirements.
Packages and frequently asked questions
Document management packages, add-ons and prices are now listed centrally on the pricing page. Frequently asked questions about archive structure, OCR, import, hosting and legal boundaries are grouped by topic on the FAQ page.
Vendor independence instead of unnecessary lock-in
KMU Digitalwerk approaches document management independently of a specific vendor. What matters is not the name of a tool, but whether documents are found faster, permissions are clear, workflows become simpler and operations are reliable.
We prefer open, exportable and maintainable solutions with OCR, full-text search, automatic classification, user permissions, workflows and interfaces. This keeps you more flexible and avoids unnecessary dependency on one provider.
The customer does not pay for the next tool, but for concept, setup, hosting, backup, maintenance, updates, support and practical configuration that creates value in daily operations.
Document management with clear rules
The system supports structured, traceable and access-protected document storage. Whether a specific archive meets legal, contractual or sector requirements does not depend on software alone.
Retention periods, access rights, deletion rules, backups and organizational responsibilities must be defined for the specific company. KMU Digitalwerk supports the technical implementation. Legal or tax advice is not part of the offer.
Bring order to your documents
We show you how a digital document archive can be built for your business: understandable, affordable and aligned with your existing processes.