Development of a University-Wide Document Management System

The University of Applied Sciences Potsdam is realising a university-wide project to implement a document management system (DMS) in order to drive forward the digitalisation of administrative processes and documents in the areas of administration, teaching, studies and research.

Digitalisation of processes in administration, teaching, studies and research

Digital transformation?

Digital transformation is generally understood to mean the continuous further development of technologies that has a direct impact on the various areas of an organisation.

For universities, and therefore also for the University of Applied Sciences Potsdam, digital transformation means analysing and optimising various processes and workflows in the areas of teaching, studying, research and administration through the use of new technologies, usually digitising them.

Foundation: Digitalisation of the administration

The digitalisation of administration at the University of Applied Sciences Potsdam includes administrative and supporting processes for pure administration as well as for teaching, studies and research.

It is to be regarded as a field of action of the University of Applied Sciences Potsdam within the framework of digitalisation and at the same time serves as a basis for the fields of action: Study, teaching and research as shapers of digital change and networking of the university.

Access to documents

The administrative processes and documents will be digitised step by step as part of the development of the DMS. The DMS will contribute to the efficient management of documents at the University of Applied Sciences Potsdam and enable simultaneous and standardised access to them for university employees.

Access will be controlled via detailed authorisations. They will correspond to the function and tasks of employees as well as data protection and information security.

Accessibility & sustainability

In addition, the document management system enables accessibility to be taken into account and promotes sustainability at the University of Applied Sciences Potsdam.

The aim is to make the University of Applied Sciences Potsdam more accessible for people with disabilities and to help reduce paper consumption.

Digitisation of administrative processes & documents

The following administrative processes/sub-projects and documents are currently being digitised.

Added value DMS for members of the University of Applied Sciences Potsdam

The document management system (DMS) will contribute to the efficient management of documents at the university and thus facilitate the daily work of employees.

The DMS ...

promotes a paperless office environment and thus sustainability at the University of Applied Sciences Potsdam.
enables accessibility; files and documents are easily accessible for employees with disabilities and can be used barrier-free thanks to certain functions, e.g. read-aloud function.
promotes and facilitates collaboration; employees can work on documents together or simultaneously without having to send physical documents back and forth within the university or send documents by e-mail for further processing. This shortens processing times.
enables employees to work on documents from any location, e.g. working from home/mobile working.
supports greater data security; access to confidential documents is restricted and detailed authorisations also regulate access.

Project team & project management

The project group members are made up according to the subject area and sub-project. Would you like to contact the project team? Then please contact the project manager Kathrin Fischer.