Document Management SAP

Software Aided Programming enabled Document Management systems (DMS) integrate and automate the process of document management in the most effective manner. Installing a SAP DMS will rationalize your document flow processes and will also enable you to store CAD/CAM drawings, pictures of materials and other highly technical documents.

What should one consider before installing a Document Management SAP system?

There are various parameters one should consider before the installation of a Document Management SAP system. The parameters which need to be considered as follows:

  • The volume of documents which will be stored on a monthly basis - An SAP Document Management system is designed keeping the volume of storage as the basic metric. If the Document Management system is designed keeping in mind 200 documents, the system will collapse if the user tries to store 300 documents in the system.

  • Average File Size per Document - CAD/CAM files and material pictures are technical papers whose size can go up to 3 MB per file. The average file size per document will also influence the number of files or documents that can be stored in the DMS. Additionally, the SAP system is so designed that individual components of the system have a memory capacity threshold.

  • Network Bandwidth and Document Archival Strategy - The SAP system must be so designed that it can run effectively on the company network. As an example, a SAP system which requires a minimum running bandwidth of 10 GB may not be effective if the network is able to provide only 8 GB bandwidth. Additionally, a good DMS system will have an effective archival strategy by which documents will be stored in the DMS database only for a limited period of time post which they would be archived using archival mechanisms.

Depending on the amount of documents which have to be stored, implementing a Document Management SAP system would mean that you might have to purchase additional hardware. This could be accomplished by having an external document server or setting up dedicated PCs where the documents could be stored. One could also look at importing the documents to the R/3 server which is compatible with SAP-aided technologies. Importing the documents would stretch the maximum bandwidth of the R/3 server meaning the server may not allow the DMS to run effectively.

A Document Management SAP system will surely integrate and automate the document management processes. The automation of the processes means that the process of document management is completely streamlined. Provided the users take enough interest in installing additional hardware and maintaining the R/3 server, a SAP Document Management system indeed is an effective tool for managing documents.