d.velop's Digital Files
The digital file doesn’t gather dust! And it can do much more…
Folders piling up on your desk, files gathering dust in cupboards and tedious searches for the right documents – thanks to a digital file archive, these images will soon be a thing of the past in your organisation. Benefit from the advantages of digital files:
Digital File – The Advantages of a Digital File Archive
- Better transparency – all information in one file
- Ease of use
- Linking documents and files
- Complete overview thanks to central data storage
- Cross-location work possible
- Safer than a file cabinet
- Intuitive use, modeled after a ‘real’ paper file
- Reduced search effort
Are my documents safe in digital files?
Digital files are more secure than your filing cabinet
Working with digital files is not only more convenient and faster for you but also much safer than dealing with printouts in thick folders, which are only protected from unauthorized access in a lockable file cabinet.
With a sophisticated granular rights concept, you ensure that only authorized employees can view and edit files and documents. Especially with confidential data such as personnel files or contract files, digital file management provides more security and ensures compliance with legal retention requirements.
Traceability and transparency
- Detailed and complete logging of all changes
- Versioning of documents
- Fast response in the event of an audit
Fulfilment of statutory retention obligations
- GoBD-compliant working methods
- Audit-proof archiving
- Compliance with retention periods and proper deletion
Access control thanks to authorisation management
- Central authorisation management
- Protection against unauthorised access
- DSGVO-compliant work is made possible
How do digital files work?
Overview of the functions of digital files from d.velop
With the digital files of a document management system, you can work much more productively. Discover the most important functions and your benefits.
Simple filing and quick search
Customised file structures allow documents to be sorted fully automatically based on read-out properties and stored in the digital file. This makes it easy to find all information and saves valuable time.
- Automatic assignment to existing or newly created files
- Intuitive search — all files and documents at a glance
GoBD-compliant and audit-proof archiving
Unalterable and traceable recording, indexing, filing, retrieval and reproduction of electronic documents in accordance with the GoBD. This ensures audit-proof archiving.
- Compliance with legal requirements and retention periods
- Long-term availability of file formats
Flexible authorisation management for more security
With a granular rights concept, administrators can define specific access rights for groups so that only authorised employees can access sensitive files — for secure and cross-location working.
- Individual rights concept protects against unauthorised access
- GDPR-compliant working — greater security for confidential information
Digital Files references
Digital files in use at our customers
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The current physical space allocated for the file archive is no longer required
The introduction of digital files at Eismann Tiefkühl-Heimservice has eliminated the tedious search for files.
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The overall package of functionality, user interface, and development potential has convinced
Since the introduction of the file and archive solution from d.velop, employees at JAB ANSTOETZ work faster and more efficiently.
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Direct support and excellent information flow were essential criteria
The Stadtwerke Münster have implemented digital customer files, construction files, and house connection files with the products from d.velop.
Which digital files are particularly popular?
The most popular digital files
With the personnel file for more transparency
The digital personnel file accelerates the processing of HR processes in the company, ensures transparent workflows, and improves information availability.
Electronic file in public administration
Based on our established E-Government filing system, the eAkte seamlessly integrates into various specialized procedures of public administration.
Electronic patient records for hospitals
With the Electronic patient records, documents and test results are available in a clear manner at any time and from anywhere.
Access your projects from anywhere
With the digital project file, you can manage all documents directly in a digital archive in a central location. Users have access to project-related documents from anywhere.
Your digital file tailored to your needs
For all requirements, industries, or needs, digital files can be created. The use of files is diverse: from order files to approval files. d.velop customers use standardized files for various use cases, including:
Order file
All details related to an order are centrally available in a digital order file for authorized employees, ensuring swift processing at any time.
Construction file
The digital construction file encompasses the entire construction process, including processes and documents, thereby documenting the construction project.
Resident file
In the digital resident file, all data and documents of residents in a social institution are collected and archived in a single file.
Production file
With the digital production file, all relevant information such as bill of materials and construction plans for production can be easily stored and accessed.
Customer file
In the digital customer file, information and contracts related to a customer are stored in a central location, making them digitally accessible at all times.
Supplier file
Whether delivery notes, quotes, or other information about a supplier: a digital supplier file centrally consolidates all relevant information.
Machine file
With the use of a digital machine file, operation manuals, spare parts catalogs, and maintenance records are accessible at any time.
Product file
In a digital product file, you have consolidated all stages of the product lifecycle: from the idea through procurement to the user manual.
Complaint file
In the digital complaint file, you have information about a complaint, including documents, images, and emails, at a glance.
Contract file
The digital contract file helps you keep track of all deadlines related to a contract. The filing system and authorization concept provide additional security.
Learn more about digital files
On the d.velop blog, we regularly publish articles on the topic.
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Introduction of Digital Project File: OPTIMA Packaging Group
In the blog article, Georg Bilstein reveals how OPTIMA Packaging Group introduced its digital project file for machines.
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Streamlining your Document Ingestion with Collaborative AI
Learn in the blog article by Bernd Hentschel how you can automatically file the documents accumulating at your place using AI.
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File Management: Definition, Tips, Limits and Alternatives
In the blog article, Dortje Janzen explains the file management and provides tips or alternatives.
Frequently Asked Questions and Answers on the Topic of Digital Files
A digital file is part of an electronic document management system that digitally stores, manages, provides documents for processing, and shares them. It replaces traditional paper files, enabling quick and legally secure access to all relevant content.
The digital file from d.velop enables a variety of functions and workflows that significantly facilitate document management. This includes, among other things, fully automatic classification of content so that it can be automatically moved to existing or newly created files. In addition, there are various types of files to optimally address industry-specific needs, for example.
You can import your existing paper documents into the digital file either using scanning functions or by outsourcing the scanning process to an external company. The size of the company or the industry is not a factor in this regard. This way, you can completely do away with paper files and benefit from the advantages of an electronic document management system (DMS).fe von Scan-Funktionen in die digitale Akte importieren oder lassen das Einscannen von einer externen Firma übernehmen. Dabei spielt weder die Unternehmensgröße noch die Branche eine Rolle. Auf diese Weise können sie vollständig auf Papierakten verzichten und von den Vorteilen eines elektronischen DMS profitieren.
Yes, the digital file from d.velop includes comprehensive security features to protect the integrity and confidentiality of your data. This includes, among other things, the distribution of access permissions, granting employees access to specific documents that are relevant to them.
An eFile is an electronic file, particularly commonly used in public administration as a part of Document Management Systems (DMS). It replaces paper files and digitally provides documents and information. eFiles integrate seamlessly into the required specialized procedures and present the most important information directly in a clear manner on the digital file cover.
A comprehensive management of all construction-related documents can be achieved with a digital construction file. This electronic collection of various documents is available location-independent and can also be accessed on-site during construction, providing information about crucial decisions. Whether it’s plans, drawings, calculations, or assessments, all documents are consistently accessible.
Digital file management means that files and documents are not available in paper form but are instead electronically managed. This is done by organizing the files through an electronic system, such as a Document Management System (DMS). With a DMS, digital files can be easily shared, collaboratively edited, and archived securely without much effort. This makes file management more organized, reduces the risk of losing documents, and minimizes the error rate.
The advantages of a digital personnel file include easy application, the linking of documents and files, location-independent work, and reduced search effort. Additionally, the digital personnel file is more secure than a file in a physical filing cabinet.
Experience digital files live
We would be happy to show you in an individual live demo how digital files could look in your company or organization. Simply fill out the form and request a demo.