{"id":55902,"date":"2025-06-02T18:58:37","date_gmt":"2025-06-02T15:58:37","guid":{"rendered":"https:\/\/www.folderit.com\/blog\/8-arten-von-dokumentenmanagement-systemen-das-richtige-auswaehlen\/"},"modified":"2026-11-03T17:33:24","modified_gmt":"2026-11-03T15:33:24","slug":"8-arten-von-dokumentenmanagement-systemen-das-richtige-auswaehlen","status":"publish","type":"post","link":"https:\/\/www.folderit.com\/de\/blog\/8-arten-von-dokumentenmanagement-systemen-das-richtige-auswaehlen\/","title":{"rendered":"8 Arten von Dokumentenmanagement-Systemen &#8211; das richtige ausw\u00e4hlen"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\" id=\"h-\">Managing information effectively is no longer optional, it is a competitive necessity. However, the term <a href=\"\/\">&#8220;Document Management System&#8221; (DMS)<\/a> often serves as an umbrella term for a wide variety of software tools, each designed for different purposes.<\/p>\n\n<p class=\"wp-block-paragraph\">From managing public website content to securing highly confidential employee records, picking the right tool requires understanding the landscape. This guide breaks down the <strong>8 distinct types of systems<\/strong>, explains their technical differences (Cloud vs. On-Premise), and outlines the essential features you need to know.<\/p>\n\n<h2 class=\"wp-block-heading\" id=\"h-part-1-classification-by-deployment-technology\">Part 1: Classification by Deployment Technology<\/h2>\n\n<p class=\"wp-block-paragraph\">Before diving into functionality, it is crucial to understand <em>how<\/em> these systems are hosted, as this dictates your security, cost, and accessibility.<\/p>\n\n<h3 class=\"wp-block-heading\" id=\"h-1-cloud-based-dms-saas\">1. <a href=\"https:\/\/www.folderit.com\/best-cloud-dms\/\">Cloud-Based DMS (SaaS)<\/a><\/h3>\n\n<ul class=\"wp-block-list\">\n<li><strong>What it is:<\/strong> Software hosted by a provider (like <a href=\"\/\">Folderit<\/a>) and accessed via the internet.<\/li>\n\n\n\n<li><strong>Best for:<\/strong> Small to mid-sized businesses (SMBs) and remote teams.<\/li>\n\n\n\n<li><strong>Pros:<\/strong> Low upfront costs (subscription-based), accessible from anywhere, automatic updates, and no need for an internal IT team to manage servers.<\/li>\n\n\n\n<li><strong>Cons:<\/strong> Requires reliable internet; data is stored off-site (though usually highly encrypted).<\/li>\n<\/ul>\n\n<h3 class=\"wp-block-heading\" id=\"h-2-on-premises-dms\">2. <a href=\"https:\/\/www.folderit.com\/pricing\/enterprise\/on-premises\/\">On-Premises DMS<\/a><\/h3>\n\n<ul class=\"wp-block-list\">\n<li><strong>What it is:<\/strong> Software installed on your company\u2019s own local servers behind your firewall.<\/li>\n\n\n\n<li><strong>Best for:<\/strong> Large enterprises with strict data sovereignty requirements or highly sensitive IP.<\/li>\n\n\n\n<li><strong>Pros:<\/strong> Total control over data and security; does not rely on internet connectivity.<\/li>\n\n\n\n<li><strong>Cons:<\/strong> High upfront capital expense; requires a dedicated IT team for maintenance, backups, and security patches.<\/li>\n<\/ul>\n\n<h3 class=\"wp-block-heading\" id=\"h-3-hybrid-dms\">3. Hybrid DMS<\/h3>\n\n<ul class=\"wp-block-list\">\n<li><strong>What it is:<\/strong> A combination of both, keeping sensitive data on local servers while pushing less critical active files to the cloud for remote access.<\/li>\n\n\n\n<li><strong>Best for:<\/strong> Companies transitioning to the cloud or those with mixed compliance needs.<\/li>\n<\/ul>\n\n<h2 class=\"wp-block-heading\" id=\"h-part-2-the-8-functional-types-of-document-management-systems\">Part 2: The 8 Functional Types of Document Management Systems<\/h2>\n\n<p class=\"wp-block-paragraph\">While many systems overlap, they are generally categorized by the <em>problem they solve<\/em>.<\/p>\n\n<h3 class=\"wp-block-heading\" id=\"h-1-general-document-management-systems-dms\">1. General Document Management Systems (DMS)<\/h3>\n\n<p class=\"wp-block-paragraph\">The standard solution for most businesses. A true <a href=\"\/\">DMS<\/a> focuses on the storage, organization, and retrieval of active digital files (Word docs, PDFs, spreadsheets).<\/p>\n\n<ul class=\"wp-block-list\">\n<li><strong>Primary Goal:<\/strong> Efficiency and organization.<\/li>\n\n\n\n<li><strong>Key Feature:<\/strong> <strong>Metadata tagging<\/strong>. Unlike a basic folder system (like Windows Explorer), a DMS lets you tag files with &#8220;Invoice,&#8221; &#8220;2024,&#8221; or &#8220;Vendor Name,&#8221; making them searchable by <em>context<\/em> rather than just filename.<\/li>\n<\/ul>\n\n<h3 class=\"wp-block-heading\" id=\"h-2-enterprise-content-management-ecm\">2. Enterprise Content Management (ECM)<\/h3>\n\n<p class=\"wp-block-paragraph\">Think of ECM as &#8220;DMS on steroids.&#8221; While a DMS manages files, an ECM manages the entire lifecycle of <em>unstructured information<\/em> across an organization.<\/p>\n\n<ul class=\"wp-block-list\">\n<li><strong>Primary Goal:<\/strong> Total information governance.<\/li>\n\n\n\n<li><strong>Distinction:<\/strong> An ECM handles files, images, emails, web content, and rich media, often integrating deeply with ERPs and CRMs to automate complex cross-departmental processes.<\/li>\n<\/ul>\n\n<h3 class=\"wp-block-heading\" id=\"h-3-content-management-system-cms\">3. Content Management System (CMS)<\/h3>\n\n<p class=\"wp-block-paragraph\">Often confused with DMS, a CMS is strictly for <strong>public-facing content<\/strong>. Tools like <a href=\"http:\/\/www.wordpress.com\">WordPress<\/a> or <a href=\"https:\/\/new.drupal.org\/home\">Drupal <\/a>are CMSs. However Folderit does offer a <a href=\"https:\/\/www.folderit.com\/wordpress-document-management-plugin\/\" target=\"_blank\" rel=\"noreferrer noopener\">WordPress DMS plug-in<\/a> to create public document registers.<\/p>\n\n<ul class=\"wp-block-list\">\n<li><strong>Primary Goal:<\/strong> Publishing.<\/li>\n\n\n\n<li><strong>Distinction:<\/strong> A DMS is for internal documents (contracts, policies); a CMS is for external digital content (blog posts, landing pages).<\/li>\n<\/ul>\n\n<h3 class=\"wp-block-heading\" id=\"h-4-records-management-system-rms\">4. <a href=\"https:\/\/www.folderit.com\/glossary\/what-is-a-records-management-system\/\">Records Management System (RMS)<\/a><\/h3>\n\n<p class=\"wp-block-paragraph\">An RMS is designed for <strong>compliance<\/strong>. It focuses on the retention and disposal of finalized records.<\/p>\n\n<ul class=\"wp-block-list\">\n<li><strong>Primary Goal:<\/strong> Risk management and legal compliance.<\/li>\n\n\n\n<li><strong>Distinction:<\/strong> In a DMS, you might edit a document 50 times. In an RMS, a record is a &#8220;locked&#8221; evidence of a transaction. The system ensures it is kept for exactly 7 years (or the legal requirement) and then securely destroyed. Essential for law firms, healthcare, and government.<\/li>\n<\/ul>\n\n<h3 class=\"wp-block-heading\" id=\"h-5-workflow-management-system\">5. Workflow Management System<\/h3>\n\n<p class=\"wp-block-paragraph\">These systems prioritize <strong>process<\/strong> over storage. They are designed to move a document from Person A to Person B based on specific rules.<\/p>\n\n<ul class=\"wp-block-list\">\n<li><strong>Primary Goal:<\/strong> Automation.<\/li>\n\n\n\n<li><strong>Use Case:<\/strong> An invoice approval process where the document is automatically routed to a manager if the amount exceeds $500.<\/li>\n<\/ul>\n\n<h3 class=\"wp-block-heading\" id=\"h-6-document-imaging-system\">6. Document Imaging System<\/h3>\n\n<p class=\"wp-block-paragraph\">Focused specifically on the transition from paper to digital.<\/p>\n\n<ul class=\"wp-block-list\">\n<li><strong>Primary Goal:<\/strong> Digitization.<\/li>\n\n\n\n<li><strong>Key Feature:<\/strong> <strong>OCR (Optical Character Recognition)<\/strong>. These systems pair with high-speed scanners to turn physical paper into searchable digital text, often serving as the &#8220;entry point&#8221; before files are moved to a standard DMS.<\/li>\n<\/ul>\n\n<h3 class=\"wp-block-heading\" id=\"h-7-quality-management-systems-qms\">7. Quality Management Systems (QMS)<\/h3>\n\n<p class=\"wp-block-paragraph\">A specialized sub-type used heavily in manufacturing and pharma (e.g., ISO 9001 compliance).<\/p>\n\n<ul class=\"wp-block-list\">\n<li><strong>Primary Goal:<\/strong> Consistency and error reduction.<\/li>\n\n\n\n<li><strong>Distinction:<\/strong> It strictly controls Standard Operating Procedures (SOPs). It ensures that employees are only ever using the <em>current, approved<\/em> version of a procedure, preventing costly production errors.<\/li>\n<\/ul>\n\n<h3 class=\"wp-block-heading\" id=\"h-8-use-case-specific-systems-hr-amp-email\">8. Use-Case Specific Systems (HR &amp; Email)<\/h3>\n\n<p class=\"wp-block-paragraph\">Some systems are niche-built for specific departments:<\/p>\n\n<ul class=\"wp-block-list\">\n<li><strong><a href=\"https:\/\/www.folderit.com\/hr-document-management\/\">HR DMS<\/a>:<\/strong> Built with ultra-strict access controls to handle sensitive PII (Personally Identifiable Information) and employee records.<\/li>\n\n\n\n<li><strong>Email Management:<\/strong> specialized in archiving millions of emails to ensure they are searchable for e-discovery and legal audits, preventing &#8220;data silos&#8221; in individual inboxes.<\/li>\n<\/ul>\n\n<h2 class=\"wp-block-heading\" id=\"h-part-3-critical-features-to-look-for\">Part 3: Critical Features to Look For<\/h2>\n\n<p class=\"wp-block-paragraph\">When evaluating <em>any<\/em> of the systems above, ensure they include these &#8220;Must-Haves&#8221;:<\/p>\n\n<ul class=\"wp-block-list\">\n<li><strong><a href=\"https:\/\/www.folderit.com\/knowledge-base\/does-folderit-have-ocr\/\">OCR (Optical Character Recognition)<\/a>:<\/strong> Can the system read the text <em>inside<\/em> a scanned PDF or image? If not, you can&#8217;t search for the content of your files.<\/li>\n\n\n\n<li><strong><a href=\"https:\/\/www.folderit.com\/glossary\/what-is-version-control\/\">Granular Version Control<\/a>:<\/strong> Does it save every previous version of a file? Can you see <em>who<\/em> changed <em>what<\/em> and when? This is vital for undoing mistakes.<\/li>\n\n\n\n<li><strong><a href=\"https:\/\/www.folderit.com\/knowledge-base\/audit-log\/\">Audit Trails<\/a>:<\/strong> For security, you need a log of every action: who viewed, downloaded, or shared a file.<\/li>\n\n\n\n<li><strong><a href=\"https:\/\/www.folderit.com\/knowledge-base\/category\/sharing-resources\/\">Role-Based Access Control<\/a>:<\/strong> You should be able to grant permissions (Read Only, Edit, Delete) based on roles (e.g., &#8220;Interns&#8221; cannot delete files; &#8220;Managers&#8221; can).<\/li>\n\n\n\n<li><strong>Platform Agnostic:<\/strong> The system should work seamlessly on Mobile (iOS\/Android), Mac, and Windows.<\/li>\n<\/ul>\n\n<h2 class=\"wp-block-heading\" id=\"h-conclusion-how-to-choose\">Conclusion: How to Choose?<\/h2>\n\n<p class=\"wp-block-paragraph\">When looking into document management systems don&#8217;t just think about buying &#8220;software.&#8221; Solve a specific problem.<\/p>\n\n<ol start=\"1\" class=\"wp-block-list\">\n<li><strong>If you need to publish content to the web:<\/strong> Get a <strong>CMS<\/strong>.<\/li>\n\n\n\n<li><strong>If you need to strictly comply with retention laws:<\/strong> Get an <strong>RMS<\/strong>.<\/li>\n\n\n\n<li><strong>If you are drowning in paper and lost files:<\/strong> Get a Cloud-based <strong>DMS<\/strong> with strong OCR and search capabilities.<\/li>\n\n\n\n<li><strong>If you are a massive corporation needing to tie documents to complex workflows:<\/strong> Look into <strong>ECM<\/strong>.<\/li>\n<\/ol>\n","protected":false},"excerpt":{"rendered":"<p>Managing information effectively is no longer optional, it is a competitive necessity. However, the term &#8220;Document Management System&#8221; (DMS) often serves as an umbrella term for a wide variety of software tools, each designed for different purposes. From managing public website content to securing highly confidential employee records, picking the right tool requires understanding the [&hellip;]<\/p>\n","protected":false},"author":12,"featured_media":28724,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[1],"tags":[],"class_list":["post-55902","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-dms"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v25.7.1 (Yoast SEO v25.7) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>8 Arten von Dokumentenmanagement-Systemen - das richtige ausw\u00e4hlen - Document Management System Folderit<\/title>\n<meta name=\"robots\" content=\"noindex, follow\" \/>\n<meta property=\"og:locale\" content=\"de_DE\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"8 Arten von Dokumentenmanagement-Systemen - das richtige ausw\u00e4hlen\" \/>\n<meta property=\"og:description\" content=\"Managing information effectively is no longer optional, it is a competitive necessity. 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