Document Management: Digital Efficiency

In 2025, digitization is no longer just a goal – it's a necessity. And managing documents in a secure, accessible and efficient way is a crucial step in this direction.

According to IDC (https://info.aiim.org/state-of-the-intelligent-information-management-industry-2024), 72% of companies in Central Europe believe that the lack of a centralized document management system affects their productivity and ability to quickly respond to legal or customer requirements.

What is a Document Management System (DMS)?

A Document Management System (DMS) is a software application that enables the storage, organization, search, sharing and archiving of electronic documents from one place.

Unlike classic storage in folders or email, a DMS system offers:

✅ Version control

✅ Quick search by content or metadata

✅ User access rights

✅ Automatic approval flows

✅ Complete auditable history

Why do Romanian companies need a DMS in 2025?

In a world where physical documents become a burden, and GDPR or SAF-T regulations impose rigor, companies need an intelligent system that centralizes, secures and accelerates access to documents.

🔗 See how UP2DATE develops customized document management solutions (https://www.up2date.ro/servicii/)

Benefits of a modern DMS

• 🔍 Instant access to documents, anywhere

• 🔒 Increased security and legal traceability

• 🔄 Automation of repetitive processes (approvals, signatures)

• 🧠 Integration with AI for automatic data extraction

• ⏱️ Increased productivity in all departments

• 📁 Reducing paper and physical space

Examples of real use (Use Cases)

✅ 1. Accounting firm

A DMS automated the archiving of contracts and extracted relevant data from invoices for automatic accounting entry.

✅ 2. Private hospital

Medical records were centralized, secured and accessible only to authorized personnel, with access logs.

✅ 3. Construction company

Projects and technical documentation were structured by projects, with distributed access to field teams.

DMS in the cloud vs on-premise

DMS type Cloud On-Premise

Initial cost Reduced (monthly subscription) Larger (license + servers)

Accessibility From anywhere, with an internet connection Limited to company network

Backup & update Automatically IT team responsibility

Security Standardized according to ISO / GDPR Full internal control

DMS integration with other systems (ERP, CRM, RPA)

A performing DMS does not work in isolation. The most effective solutions are those that:

• 🧾 Automatically send extracted invoices to accounting (ERP)

• 📄 Generate contracts directly from CRM

• 🤖 Send alerts and notifications via RPA or chatbots

🔗 Find out how integration with ERP works (https://www.up2date.ro/2025/05/19/erp-solutia-cheie-pentru-digitalizarea-completa-a-companiilor)

How does UP2DATE help you implement an effective DMS system?

At UP2DATE, we develop customized Document Management solutions, built according to the needs of your company, regardless of the field.

Services included:

• 🧠 Consultancy and analysis of document flows

• 🛠️ Custom software architecture and development

• 🔐 Electronic signature and authentication solutions

• 📲 Mobile access for documents on-the-go

• 📚 Training and technical support

🔗 Contact the UP2DATE team for a dedicated solution (https://www.up2date.ro/contact/)

Therefore, a DMS system is the backbone of any organization that wants efficiency, traceability and adaptation to new legal and digital requirements.

At UP2DATE, we believe the future is paperless, but not structureless.

💬 Write to us (https://www.up2date.ro/contact/) for a personalized digital document management solution - adapted to your field and integrated with the systems already in use.