Germany – Repair and maintenance services – Introduction of a central DMS

Opportunity description

Hereon intends to introduce a company-wide document management platform (DMS) in order to sustainably modernize and standardize the management, processing and provision of business-relevant information. As part of a cross-departmental requirements analysis, the existing working methods, document processes and information flows were examined together with the specialist departments. This revealed that documents and information are currently managed in different systems, drive structures, specialist applications and personal filing systems. The resulting media discontinuities, multiple filing locations and different working methods make cross-departmental collaboration more difficult and lead to increased search effort as well as uncertainty regarding how current and binding information is. At the same time, numerous established specialist applications and information systems already exist and are also intended to continue fulfilling their respective core tasks in the future. The aim of the project is therefore not to replace these systems, but to meaningfully integrate them into a shared information platform. The present specifications describe the functional, technical and organizational requirements for the future DMS platform and serve as the basis for selecting a future-proof, economical solution that can be operated over the long term. The future solution is intended to serve as a central information platform and support the entire lifecycle of documents and information—from capture through processing and shared use to audit-proof archiving and rules-compliant deletion. The focus is not on individual documents or technical functions, but on efficiently supporting employees’ daily work processes. Information is to be managed consistently regardless of where it originates, found quickly, provided securely and made usable throughout the organization. The introduction of the DMS platform also pursues the goal of gradually reducing existing stand-alone solutions, establishing uniform standards for information management and creating a technological foundation for the further digitalization of administrative processes. Modern technologies, particularly AI-supported functions, are intended to assist employees in their daily work and further improve the quality and efficiency of information processing. In summary, the project objectives can be described as follows: - Introduction of a company-wide, uniform information platform for managing business-relevant documents and information - Improvement of cross-departmental collaboration through shared information repositories and standardized working methods - Reduction of duplicate filing and assurance of an unambiguous and traceable information base - Acceleration of information retrieval through powerful search and navigation options - Support for standardized digital business processes through workflows, task management and traceable approval procedures - Assurance of compliance with legal, regulatory and internal requirements regarding documentation, retention, data protection and information security - Integration of existing specialist applications and information systems into a shared information architecture while avoiding redundant data storage - Creation of a scalable and future-proof platform that supports organizational changes and future digitalization projects - Provision of modern assistance functions, particularly AI-supported search, analysis and classification methods, to support employees’ daily work - Establishment of a platform for company-wide information management that is economical over the long term and administratively manageable Hereon intends to introduce a company-wide document management platform (DMS) in order to sustainably modernize and standardize the management, processing and provision of business-relevant information. As part of a cross-departmental requirements analysis, the existing working methods, document processes and information flows were examined together with the specialist departments. This revealed that documents and information are currently managed in different systems, drive structures, specialist applications and personal filing systems. The resulting media discontinuities, multiple filing locations and different working methods make cross-departmental collaboration more difficult and lead to increased search effort as well as uncertainty regarding how current and binding information is. At the same time, numerous established specialist applications and information systems already exist and are also intended to continue fulfilling their respective core tasks in the future. The aim of the project is therefore not to replace these systems, but to meaningfully integrate them into a shared information platform. The present specifications describe the functional, technical and organizational requirements for the future DMS platform and serve as the basis for selecting a future-proof, economical solution that can be operated over the long term. The future solution is intended to serve as a central information platform and support the entire lifecycle of documents and information—from capture through processing and shared use to audit-proof archiving and rules-compliant deletion. The focus is not on individual documents or technical functions, but on efficiently supporting employees’ daily work processes. Information is to be managed consistently regardless of where it originates, found quickly, provided securely and made usable throughout the organization. The introduction of the DMS platform also pursues the goal of gradually reducing existing stand-alone solutions, establishing uniform standards for information management and creating a technological foundation for the further digitalization of administrative processes. Modern technologies, particularly AI-supported functions, are intended to assist employees in their daily work and further improve the quality and efficiency of information processing. In summary, the project objectives can be described as follows: - Introduction of a company-wide, uniform information platform for managing business-relevant documents and information - Improvement of cross-departmental collaboration through shared information repositories and standardized working methods - Reduction of duplicate filing and assurance of an unambiguous and traceable information base - Acceleration of information retrieval through powerful search and navigation options - Support for standardized digital business processes through workflows, task management and traceable approval procedures - Assurance of compliance with legal, regulatory and internal requirements regarding documentation, retention, data protection and information security - Integration of existing specialist applications and information systems into a shared information architecture while avoiding redundant data storage - Creation of a scalable and future-proof platform that supports organizational changes and future digitalization projects - Provision of modern assistance functions, particularly AI-supported search, analysis and classification methods, to support employees’ daily work - Establishment of a platform for company-wide information management that is economical over the long term and administratively manageable Procedure: neg-w-call. Review the original TED notice for the complete requirement, lots, amendments and attachments.