Best Practice DB Systel

Initial situation

For several years the management of the DB Group has been pursuing its own objective of establishing binding standards for the IT requirements requested by the Group companies. When faced with the number of DMS and archiving systems that were being operated in parallel, in 2009 the creation of a uniform and modern, standardized ECM base for document management for the entire lifecycle across the DB Group was defined as a strategic objective. What is now known as the BCM platform provides the foundation for the Group-wide ECM strategy and its reference architecture.

Reasons for SER

• In an EU award procedure, Doxis4 by SER prevailed
• With Doxis4, SER made the best overall impression by far in terms of solution, adaptability and presentation, and had the best performance of all in the overall demonstration of solutions

The solution

• Complete Doxis4 iECM suite with all the basic ECM functions
• Master template with all the basic functionalities and access rights for a fast roll-out

Integration

Lotus Notes, MS Office, SAP, Paisy, specialised processes

Volume of documents

more than 500 million archived documents (as of July 2019), document growth/month approx. 2.5 million.

Users

more than 40,000 users in the DB Group

Implementation

• The new DB Group BCM platform has been in use since 1st January 2011
• 4-stage ECM system landscape, comprising a development, test, acceptance and production system. New/further developed procedures are integrated via transport mechanisms without impacting on users' productive processes
• As Deutsche Bahn's IT service provider, DB Systel plays a leading role in the set-up and operation of the BCM platform and is the point of contact for the DB Group companies when it comes to developing and implementing BCM-based DMS/archiving projects

Benefits

• With the BCM platform, the DB Group has laid the foundation for a continuous roll-out of archiving, DMS, electronic records, workflow and e-mail projects
• Because of standardization, DMS/archiving projects can often be realised in a few weeks
• As the number of applications implemented in the DB Group with BCM increases, so too does the expertise that can be passed on from one unit to another
• The heterogeneous system landscape of the past is giving way to uniform and modern information processing
• With BCM, business processes and procedures can be organised in an improved, much leaner and more up-to-date manner