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Your next-generation
document management system

Easily manage high volumes of documents
Shorten processing times & supercharge productivity
Ensure compliance through certified software

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Efficiency begins with an AI-powered DMS

Say goodbye to paper, floating files, email attachments and file directories. The Doxis document management system gives you back control of all your documents with the complete digital management of contracts, orders, invoices, HR documents and much more.

Easily find all business information, speed up your decision-making, prevent errors and underpin the long-term success of your business.

Enhanced productivity

Work on and manage all documents digitally: This reduces lead times, expedites decision-making and prevents costly errors.

Easier compliance

Reduce the time and effort needed to fulfill and document compliance requirements and help prevent sanctions as a result.

Better resource deployment

Automate your document filing and distribution workflows and free up resources for service, order processing etc.

Document management at a glance

Everything you need at every stage of the document life cycle.

Capture
documents

Digitize, process and analyze

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Archive
documents

File compliantly and retrievably

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Organize
documents

In the right context, in the right place, in the right file

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Understand
documents

Extract information and generate insights with AI

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Find
documents

Search and find information easily company-wide

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Understand documents using AI

Think of all the time, money and stress you could save by having a personal assistant… Well, consider Doxis your go-to for all things document management. If you have a document, Doxis helps you understand it and can create processes, analyze and make decisions based on the information in your documents to help you speed up your daily work in just one click.

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What’s inside a document management system?

A document management system, or DMS, is more than just a digital replicate of your archive room! Click here to find out more about digitalizing company-wide processes with Doxis.

The 5 basics of a document management system

Capture documents

The document management system captures documents across all inbound channels and from diverse source systems. Paper documents are digitized via a scanning workflow and transferred to Doxis.

Single and batch scanning for paper documents with centralized and decentralized scanning
Document separation per barcode, by page number and manually
Automatic filing from source systems including ERP, CRM, HR and others

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The biggest advantage of the system is how it schedules tasks for us, and assigns and monitors retention and deletion deadlines. We used to do this by hand, which was incredibly time-consuming and prone to error.

Jens-Uwe Gehrke
Project Manager, Deutsche Bahn AG

Recognize and understand documents

Doxis uses artificial intelligence to extract all relevant information from the document and file it as structured, searchable metadata. AI processes, understands and classifies the document entirely independently, files it in the corresponding electronic file and routes it to the right person for further processing.

AI-powered automation of inbound mail
Automated metadata extraction and indexing
OCR and PDF/A conversion
Automatic form recognition, image cleanup and image enhancements
Start processes directly from the capture process
Basis for digital inbound mail and invoice processing and company-wide digital document routing

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I have quick access to all the important information. In the past, I had to pick up new mail three times a day at the team management office. I now receive it conveniently in my electronic mailbox. Such a great solution!

Sascha Hülskötter
State Youth Office, Landschaftsverband Westfalen-Lippe

Work on documents

Doxis finds the right person for every document and even considers deputy rules. For instance, it forwards invoices to Finance for review and verification, while applications go directly to colleagues in HR for review.

Doxis documents every step of the process in accordance with your procedural documentation and provides an excellent basis for improving your compliance.

Replicates all types of release processes, multi-stage release workflows, delegation and deputy rules
Automatically defines processors and escalation mechanisms
Simplifies procedural documentation in line with regulatory requirements
Automated version management

The customers notice that our processing speed is higher due to the fact that we respond so much faster. We are now able to answer a customer inquiry within two days. This is technically feasible because of Doxis.

Alexander Erpenbach
Head of the Policy Department for the divisions Property, Liability, Accident, Automotive Insurance and Customer Center Service, DEVK Versicherungen

Archive documents

Doxis archives the document at the end of the workflow and the document becomes inactive. Once the status changes to inactive, for instance after invoice posting, documents, stored data, documentation and versions can no longer be modified. Read-only access is available to authorized users only. The document is archived audit-compliantly in line with regulatory requirements.

Flexible, automatically managed retention periods in line with, e.g. regulatory requirements
Multiple legal/litigation holds in case of litigation
Archiving in the original format and in long-term formats such as PDF/A
EU GDPR-compliant retention & deletion
Records management in accordance with ISO 16175-2

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All documents relevant to production are compiled in one efile where the user can search through them. This makes work so much easier.

Christian Döring
Process Engineering, Neways Electronics Riesa GmbH & Co. KG

Find documents

Authorized users can locate documents in seconds regardless of the document status (active or inactive). Doxis offers a comprehensive enterprise search function akin to Google Search. The system trawls documents, metadata and data from integrated third-party systems, enabling it to also seamlessly retrieve information from the ERP or CRM system.

Full-text search
Indexing of data from ERP/CRM or other third-party systems
EU GDPR-compliant search with access restrictions

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Questions such as 'Which loan processes were in place on March 14, 2015?’ can be answered easily and immediately today using our ECM system.

Petra John
Procedures Officer, Aareal Bank Gruppe

Enhance productivity with a DMS

Search

Keyword, full-text or a combination of both: Find every document, even those in other locations throughout the company. You don't even need the original software: The DMS can display 250 file formats.

File

Intelligent information management with Doxis DMS software uses clear file dialogs and automated context assignment to simplify the filing of new documents.

Process

Via Doxis add-ons you can use further DMS functions, such as searching and filing, directly in Microsoft Office and Outlook, IBM Notes etc. Create new documents quickly with the Doxis templates.

Comment

Add comments and notes to documents digitally with Doxis without affecting the original. The DMS software can also include this additional information in searches.

Version

Doxis keeps track of all changes in documents through version management. This means you immediately see the most current version of, e.g. a project plan. You can also find older versions quickly and at any time.

Structure

Doxis electronic files bring together information in their business context, e.g. all contracts, orders, emails or even processes related to a customer or supplier.