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Plat­form | doc­u­ment­sOS

DMS soft­ware
from otris

Plat­form & Suites
Legal . Com­pli­ance . Data Pro­tec­tion
Cloud (DE) & On-Premises
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Doc­u­ment man­age­ment system (DMS) as a plat­form instead of isol­ated ap­plic­a­tions

doc­u­ment­sOS is the plat­form for your DMS soft­ware. It offers tested work­flows and secure storage, grows mod­u­larly with your busi­ness and in­teg­rates into your IT – in the cloud (DE) or on-premises. This makes doc­u­ment­sOS the basis of our spe­cial­ist solu­tions.

Doc­u­ments are or­gan­ised cent­rally, easy to find and clearly doc­u­mented – even across teams.

Work­flows run re­li­ably, re­spons­ib­il­it­ies are clearly defined and terms are kept in view – from start to ap­prov­al.

Your systems in­ter­act with each other, pro­cesses remain media-con­sist­ent and run in an in­teg­rated manner – in the cloud or on-premises.

DMS soft­ware from otris – one plat­form, many solu­tions

The in­di­vidu­al otris spe­cial­ist solu­tions can be com­bined with one another. A uniform system for all com­pli­ance-rel­ev­ant pro­cesses im­proves ef­fi­ciency and user ac­cept­ance.

Why choose otris soft­ware for your DMS?

If you are re­spons­ible for legal, com­pli­ance or data pro­tec­tion, one thing is par­tic­u­larly im­port­ant: re­li­able evid­ence and clear re­spons­ib­il­it­ies. With doc­u­ment­sOS, you can use a doc­u­ment man­age­ment system (DMS) as a plat­form for spe­cial­ist solu­tions. It can be used across de­part­ments and ex­pan­ded in a modular fashion. This allows you to bundle doc­u­ment-based pro­cesses, evid­ence and re­spons­ib­il­it­ies in a uniform en­vir­on­ment.

Plan­nable rollout. Get started quickly, expand in a tar­geted manner.

You start with a spe­cial­ist solu­tion and a clear use case. Then you expand step by step – for example, with AI in­teg­ra­tion and other spe­cial­ist solu­tions within your suite or across suites. This keeps im­ple­ment­a­tion man­age­able and reduces risks.

Veri­fic­a­tion & Gov­ernance. Manage re­spons­ib­il­it­ies trans­par­ently.

Roles, rights and ap­provals are clearly defined. Tasks and doc­u­ment­a­tion are struc­tured within the system. This allows you to keep track of evid­ence and re­spons­ib­il­it­ies – even across de­part­ments.

Plat­form instead of isol­ated solu­tions. In­teg­rate pro­cesses con­sist­ently.

They bundle doc­u­ment-based pro­cesses in a uniform en­vir­on­ment. At the same time, the solu­tion in­teg­rates into your IT land­scape. This reduces media breaks and co­ordin­a­tion effort.

Op­er­a­tion ac­cord­ing to spe­cific­a­tions. Cloud (DE) or on-premises.

You choose the op­er­at­ing model that suits your com­pli­ance and IT re­quire­ments. In the cloud (DE), the soft­ware is run on servers be­long­ing to otris systems GmbH; al­tern­at­ively, you can use it on-premises on Windows/Linux. This allows you to remain flex­ible and ensure data sov­er­eignty.

Scal­able de­ploy­ment. From upper mid-market to in­ter­na­tion­al.

You can clearly map struc­tures such as com­pan­ies, di­vi­sions or loc­a­tions. This makes the solu­tion ideal for growing or­gan­isa­tions and complex re­spons­ib­il­it­ies. It is suit­able for everything from upper mid-sized com­pan­ies to in­ter­na­tion­al cor­por­a­tions.

„We were im­pressed by the com­bin­a­tion of Con­tract and par­ti­cip­a­tion man­age­ment with legal matter ex­ten­sion.“

Carola Bereu­ter
Finance & Legal Affairs, Dop­pel­mayr Seil­bahnen GmbH

doc­u­ment­sOS in detail – DMS plat­form, func­tions and ad­vant­ages

doc­u­ment­sOS bundles the core func­tions of your doc­u­ment man­age­ment system (DMS) on a single plat­form. This allows you to control pro­cesses uni­formly and reduce isol­ated ap­plic­a­tions. This creates struc­ture, speeds up ap­provals and makes re­spons­ib­il­it­ies trace­able.

Rights and access

A role-based au­thor­isa­tion model pro­tects sens­it­ive content. It reg­u­lates who is allowed to view, edit or share doc­u­ments.

Your ad­vant­age: Access is reg­u­lated in a trace­able manner – in line with com­pli­ance and data pro­tec­tion re­quire­ments.

Audit se­cur­ity evid­ence

Ver­sion­ing, logs and history doc­u­ment changes in a trace­able manner. Re­ten­tion and de­le­tion rules support the entire li­fe­cycle.

Your ad­vant­age: Changes are doc­u­mented with audit se­cur­ity – with con­sist­ent history and eval­u­ab­il­ity.

In­teg­ra­tion and op­er­a­tion

doc­u­ment­sOS in­teg­rates into your system land­scape, e.g. ERP, CRM, email and Office. You use the solu­tion in your browser – in the cloud (DE) or on-premises.

Your benefit: Pro­cesses remain media-con­sist­ent – with com­plete freedom of choice in op­er­a­tion.

Cap­tur­ing and storing doc­u­ments

Doc­u­ments – digital or scanned – are stored cent­rally in struc­tured files and re­gisters. Uniform metadata ensures clarity and re­trievab­il­ity.

Your ad­vant­age: Less time spent search­ing – thanks to cent­ral­ised storage and uniform metadata.

Search and find

Full-text and filter searches quickly deliver rel­ev­ant results. You can narrow down lists by status, data con­trol­ler or char­ac­ter­ist­ics.

Your ad­vant­age: Rel­ev­ant in­form­a­tion is avail­able more quickly, en­abling you to make de­cisions faster.

Work­flows and ap­provals

Review, ap­prov­al, sig­na­ture and archiv­ing are binding and trace­able. Roles, terms and es­cal­a­tions support control.

Your ad­vant­age: Through­put times are reduced because ap­provals and re­spons­ib­il­it­ies are bind­ingly con­trolled.

„otris soft­ware provides us with highly ef­fi­cient support in design­ing and con­trolling our group-wide risk man­age­ment system.“

Nils Lange­mann
Dir­ect­or of In­tel­lec­tu­al Prop­erty & Risk Man­age­ment at Mast-Jä­ger­meister SE

AI in­teg­ra­tion in the DMS plat­form – otris copilot

otris copilot is your AI toolkit for doc­u­ment­sOS. It in­teg­rates the AI ser­vices you have ap­proved dir­ectly into files, doc­u­ments and work­flows – em­bed­ded in your spe­cial­ist solu­tion, not as a sep­ar­ate tool.

Note: otris copilot is not its own AI, but rather an in­ter­face to the AI of your choice, which you use with an otris spe­cial­ist solu­tion.

Em­bed­ded in the process. No tool changes.

AI func­tions appear dir­ectly in files, masks and work­flows. Metadata, ver­sions and ap­provals remain to­geth­er. This pre­serves context, even during co­ordin­a­tion.

AI of your choice. In­teg­rate in­de­pend­ently of pro­viders.

You can in­teg­rate, switch or combine AI ser­vices as needed. You can manage regions and policies (e.g. EU op­er­a­tions) cent­rally. This allows you to main­tain control over the frame­work con­di­tions.

Human-in-the-Loop. De­cisions remain with humans.

Pro­pos­als are re­viewed and ap­proved before they take effect. Roles and per­mis­sions control who can use what. This ensures that re­spons­ib­il­ity remains clearly as­signed.

Clearly doc­u­mented. Veri­fi­able in an audit.

Logs and audit trails make usage and ap­provals trace­able. This sup­ports in­tern­al con­trols and ex­tern­al audits. In this way, AI-sup­por­ted steps can be re­li­ably veri­fied.

Doc­u­ment man­age­ment soft­ware for special re­quire­ments

otris sim­pli­fies re­spons­ib­il­ity: Based on the doc­u­ment­sOS DMS plat­form, spe­cial­ist solu­tions are created that cent­rally combine pro­cesses, evid­ence and re­spons­ib­il­it­ies. They can be com­bined, in­teg­rated into your IT and ex­pan­ded as re­quired. Where ap­pro­pri­ate, otris copilot sup­ple­ments pro­cesses with AI support. Func­tions that we do not cover with our own spe­cial­ist solu­tions are provided by our partner network – seam­lessly in­teg­rated. Spe­cial­ised solu­tions:

To the product world

Con­tract man­age­ment

Se­cur­ity and ef­fi­ciency over the entire con­tract life cycle.

To the product world

Policy man­age­ment

Manage guidelines di­git­ally and
legally com­pli­ant.

To the product world

Legal matter man­age­ment

Com­pre­hens­ive in­form­a­tion in every legal matter.

FAQs: Fre­quently asked ques­tions about doc­u­ment man­age­ment soft­ware

What is a doc­u­ment man­age­ment system (DMS)?

A doc­u­ment man­age­ment system (DMS) is a soft­ware solu­tion for the digital capture, man­age­ment and archiv­ing of doc­u­ments and maps the entire life cycle of a doc­u­ment. Its aim is to provide in­form­a­tion quickly, se­curely and in context wherever it is needed.

What are the ad­vant­ages of DMS doc­u­ment man­age­ment soft­ware?

Im­port­ant ad­vant­ages of a doc­u­ment man­age­ment system include:

  • Process op­tim­isa­tion
  • Time savings
  • Legal cer­tainty
  • Better col­lab­or­a­tion
  • Cent­ral­ised access (anytime, any­where)

Who is the DMS doc­u­ment man­age­ment soft­ware from otris suit­able for?

Ba­sic­ally, any Company that works with a high volume of doc­u­ments can benefit – it becomes eco­nom­ic­ally viable even for Com­pan­ies with as few as 20 em­ploy­ees. A DMS system is par­tic­u­larly useful for Or­gan­isa­tions with a de­cent­ral­ised team struc­ture or strict com­pli­ance re­quire­ments.

Proven in prac­tice – more than 25 years of ex­per­i­ence

For over 25 years, otris has been sup­port­ing com­pan­ies in the di­git­isa­tion of doc­u­ment-centric pro­cesses. With doc­u­ment­sOS as your plat­form, you combine a stable found­a­tion with con­tinu­ous de­vel­op­ment. This results in spe­cial­ist solu­tions that are tech­nic­ally ap­pro­pri­ate and in­teg­rate seam­lessly into het­ero­gen­eous IT land­scapes.

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