Successfully managing the flood of documents in construction: Your path to the optimal software solution
We all know in the construction industry: The sheer amount of documents can sometimes be overwhelming. Plans, contracts, daily reports – without a clear structure, it’s easy to lose track, leading to chaos, delays, and unnecessary costs. That’s why a specialized document management software for construction is not just a ‘nice to have’, but an absolute must for any forward-looking company. Do you also ask yourself how to set up your construction projects more efficiently, keep costs in check, and significantly improve collaboration within the team and with partners? We want to show you how a truly well-thought-out construction software can make a decisive difference here. Let’s dive into the world of digital construction documentation together and discover how you can take the first step towards optimization. Because the right software not only simplifies data collection but also ensures that information finally reaches where it’s needed – and sustainably.
- The necessity to effectively manage the flood of documents in construction projects.
- Specialized software as the key to avoiding chaos and inefficiency.
- The advantages of an industry-specific solution compared to generic systems.
- Key features such as centralized storage, mobile accessibility, and improved collaboration.
Mastering challenges without specialized software – does that sound familiar?
Information silos, outdated document versions – these are unfortunately still typical problems in our industry. Colleagues on the construction site and in the office then have different information, which quickly leads to mistakes and friction losses. And who doesn’t know the hours spent searching for a specific document? Precious time that we would all rather invest in the actual project work. Without such a specialized solution, seamless documentation and traceability become a real challenge – and this can become critically serious in warranty issues or disputes. Coordination with various trades and external partners becomes unnecessarily complicated without a central platform. We at Valoon know these hurdles from many discussions and have developed solutions that address exactly that. und Nachverfolgbarkeit zur echten Herausforderung – und das kann bei Gewährleistungsfragen oder Streitigkeiten richtig kritisch werden. Auch die Abstimmung mit verschiedenen Gewerken und externen Partnern wird ohne eine zentrale Plattform unnötig kompliziert. Wir bei Valoon kennen diese Hürden aus vielen Gesprächen und haben Lösungen entwickelt, die genau da ansetzen.
Why a specialized software solution that speaks your language is essential.
Traditional, generic document management systems may be a start, but in the construction industry, they often quickly reach their limits. The specific requirements, such as mobile access from the construction site, the need for cloud-based construction documentation or the processing of industry-specific data formats, are often neglected. A specialized document management software for construction is different: It is precisely tailored to the needs of us construction professionals. It comes with functionalities that we truly need, like versioning of plans, the mobile recording of defects directly on-site, and the possibility to organize all construction documents cleanly by project. The result? Significantly more efficiency and fewer mistakes. Our mission here at Valoon GmbH is to provide you with such solutions that simplify data collection and optimize the flow of information in your projects.
The key features and benefits at a glance.
What can a modern software solution do for you? It offers a whole range of features that noticeably ease everyday project work. Think of the centralized storage of all important documents, a clear access control by roles for more security, and even the possibility for automated construction documentation.A huge plus is the improved collaboration: All project participants have access to the most current information at any time. This significantly reduces misunderstandings and accelerates decisions. And not to forget: Much less paperwork and the associated cost savings. Such systems pave the way for a paperless construction site and help us all work a bit more sustainably.DMS in construction: What’s behind it and what can it really do?
Okay, let’s get to the point: What exactly is meant by the term document management software for construction, or short DMS construction, as we often say? Essentially, it is a system specifically developed for us in the construction industry. It helps us to digitally capture, manage, securely store, and quickly provide all documents of a construction project. This ranges from A for offers to Z for time tracking and is a super important component for functional construction data management.So, if someone asks: “”, we can say: It is the digital control center for all our project-related information.
The core functions of a DMS in construction – more than just storage space.
A really good DMS for us in construction can do much more than just store data. So what are the key features to focus on? At the top of the list is the centralization of all construction documents – including permits, construction drawings, contracts, all correspondence, invoices, and delivery notes. All of this is systematically organized by projects so that we can quickly find everything again. A very important point is also the legally compliant storage according to GoBD (Principles for proper management and storage of books, records, and documents in electronic form and for data access). This ensures that everything is documented in a traceable and verifiable manner – a must for any reputable software solution in construction. And of course, versioning: This ensures that we always work with the latest file and not with outdated versions.
Why centralization and structuring are so important.
Why is this centralization and structuring so important in a document management software for construction ? Quite simply: It puts an end to those pesky data islands, where information is spread out and hard to find. Instead, we have a “Single Source of Truth” – a central source of truth that everyone who is allowed can access. Whether from the office or directly from the construction site on the go. With a clear, project-specific folder structure, perhaps enhanced with clever metadata and keywords, we find information in seconds. This not only saves an enormous amount of administrative effort but also reduces the risk of errors due to outdated or incorrect data. A clean, structured filing system is simply crucial for good project management software for construction..
The difference: Specialized DMS construction vs. generic systems.
Now you might be wondering: What is the difference from a normal, generic DMS? Well, these general systems provide basic functions, but they often are not designed for our specific processes and requirements in construction. A specialized solution for the construction industry is practically built around our typical workflows, such as defect tracking or creating daily construction reports. It knows that we have to work on-site and may even offer offline functions, and it has interfaces to other construction software, which we use – such as CAD programs or calculation software. The focus on us construction professionals simply means that things like version management or documenting construction progress are much better supported. That’s exactly our approach here at Valoon GmbH: We want to meet these specific needs with maximum simplicity. One example is how we transform everyday messenger communication into valuable, structured project data.What does a DMS really bring? More efficiency, better teamwork, and reduced risks in construction projects.
When we choose a specialized document management software for construction , what concrete advantages does this bring to us as a construction company? A lot of tangible benefits! It starts with direct time and cost savings and goes up to better project quality and significantly fewer risks. Such an investment often pays off much faster than expected, simply because the processes run smoother and everyone can work more productively. The digital transformation supported by a good DMS is just an important step to remain competitive in the future. And for truly seamless digital construction documentation , we can hardly do without a DMS.
Efficiency booster: How to save time and optimize processes.
One of the standout advantages is clearly the significant increase in efficiency.By allowing everyone to access all important documents centrally from anywhere – whether on-site or in the office – the endless searching is eliminated. No one needs to dig through countless folders, email inboxes, or dusty paper archives anymore. Many routine tasks, such as forwarding invoices for approval or reminding deadlines, can even be handled automatically by the software. This creates space for what really adds value. And when information is available quickly, we can also make quicker decisions, and the entire project runs more smoothly.
Teamwork makes the dream work: Better collaboration and communication.
A good document management software for construction is also a real turbo for collaboration. All project participants – including subcontractors and external planners – can get targeted access to the documents they need. Thanks to real-time updates and clear versioning everyone always works with the latest information. Misunderstandings caused by outdated plans or unclear agreements? Are now a thing of the past. When changes and comments on documents are traceable, it creates transparency and makes communication much easier. This is invaluable, especially in complex projects with many participants. And the fact that we can digitize paper documents and manage them centrally is, of course, an important point.
Less risk, more security: How to minimize dangers and remain compliant.
With a good software solution for construction, we can significantly minimize our risks, as it allows for seamless and verifiable documentation. The nightmare of lost or damaged paper documents is over. Also, rework due to someone working with outdated information becomes rarer. And if discrepancies or warranty issues arise, detailed audit trails, which keep track of every change to a document, are simply invaluable. Additionally, such systems help us comply with legal requirements like GDPR and GoBD, for example by managing access rights and retention periods. Clearly, the
is crucial here.
The key benefits of your software solution at a glance.
- To sum it up – here are the key benefits that a specialized software solution brings you: Everything in one place:
- All documents are stored centrally and accessible from anywhere. This makes searching super easy and saves valuable time. Better teamwork:
- Teams and external partners collaborate much more efficiently because everyone always has the most current information at hand. Fewer errors:
- Thanks to versioning and clear processes, working with outdated documents is a thing of the past. On the safe side:
- Compliance with GoBD and GDPR becomes much simpler thanks to a structured filing system and traceable records (audit trails). Money saved:
Less paper, optimized processes, and avoided errors mean direct cost savings in the end.
What matters? The must-have features of your DMS software for construction. document management software for construction , there are a few core functions that must be on point to truly assist us in construction. These functions can do much more than just store data; they actively support us in our daily processes and workflows on projects. By closely examining these functions, we ensure that the software provides real added value and optimally complements our digital construction file software. The right software can even turn our sometimes chaotic communication into valuable, structured project data.
- Central document storage and management for all project documents.
- Reliable versioning and audit security for current and traceable data.
- Flexible access rights and user management to ensure data security.
- Workflow automation and mobile access for more efficient processes and construction site usability.
The foundation: Central document storage and management.
The be-all and end-all of any such software solution is clearly the centralized storage of all project documents.This means plans, contracts, reports, photos, and all correspondence end up in one single place that everyone who is allowed can access. It’s important not only where it is stored, but also how: a smart structure, for example with project-specific folders, keywords, and metadata, is invaluable. This way, we can quickly find information and prevent those annoying data silos. Providers like BauMaster always emphasize how important such a central repository is for all types of documents.
Always up to date: Versioning and audit security.
We all know: In construction, plans and documents change constantly. That’s why a solid versioning function is absolutely essential. It ensures that we always have the most current version of a document at hand and that older versions are neatly and traceably archived. And audit security? This means that changes to documents are precisely logged, and nothing can be silently overwritten. This is not only great for internal clarity but also for our legal protection. Software like Bluebeam Revu, for example, has great features to manage plan revisions and compare versions – making the work with a document management software for construction much easier.
Who can do what? Cleverly managing access rights and user administration.
It’s clear that not everyone on the team or project needs access to every document. That’s why a well-thought-out access rights and user administration is an absolute must. This allows us to precisely determine who can see, edit, or approve which documents. It protects sensitive data from prying eyes and ensures that everyone only receives the information they genuinely need for their work. Such role-based access control, as offered by BauMaster and upmesh, is simply standard in modern software solutions for construction. Managing access rights is crucial for data security.
Smart helpers: Workflow automation and mobile access.
Imagine standard processes like invoice approvals or defect reports running automatically – this can significantly increase efficiency! A good software solution for the construction sector comes with configurable workflows that automatically direct documents to the right people and always show us where things currently stand. Equally important, of course, is mobile access.Our colleagues on-site need to be able to access plans, upload photos, or type reports using their smartphones or tablets. Many systems like Capmo or upmesh have their own apps for this, often even with offline functionality so that you can work without constant internet access. This is a huge advantage, especially when we talk about cloud-based construction management software. Finding the right DMS software: What construction companies should pay attention to.Die richtige DMS-Software finden: Worauf Sie als Bauunternehmen achten sollten
Choosing the right document management software for construction is truly an important step that we need to consider carefully. Not every solution fits every company. By closely examining our own needs and approaching the selection process in a structured way, we avoid poor decisions and find software that helps us become more efficient and competitive in the long term. It’s about finding a solution that not only addresses our current construction sites but is also ready for the future. The question of “” is certainly a topic, but by no means the only one.
First things first: Understanding our own requirements in detail.
Before we look at various providers, we should sit down and precisely analyze the specific requirements of our own company.What documents do we need to manage? Which processes do we want to digitize and perhaps even automate? How many people will use the system, and what different access rights do we need? The size of our company and how complex our projects are also play a role. A small craft business has different needs than a large construction company handling big projects. This needs assessment is truly the foundation for successfully selecting such a software solution.
Checklist for professionals: Integration, usability, and security.
A very important point is how well the DMS solution integrates with our existing systems – for example, into our ERP, calculation, or project management software for construction.. If the interfaces work seamlessly, we avoid duplicate data maintenance and information flows smoothly. Be sure to pay attention to a high user-friendliness and that training efforts do not spiral out of control.A complicated software that no one can understand will not be accepted, and then the nice efficiency gains will quickly vanish. Here at Valoon GmbH, we place a lot of value on simplicity and also include familiar tools like messaging services. And last but not least: Data security and compliance features (GDPR, GoBD) are absolutely crucial, especially when it comes to our sensitive project data.
Providers under the microscope: Comparing and testing is worth it.
Take the time to carefully compare the different providers and their solutions. There are some well-known names in the field of. Es gibt ja einige bekannte Namen im Bereich document management software for construction, such as PlanRadar, Capmo, Bluebeam Revu, BAUdigital, 4PS, HERO, or even upmesh. Many providers, like BauMaster, offer free trial periods or opportunities for pilot projects. Make sure to take advantage of this! This way, you can put the software through its paces and see if it really meets your requirements. It’s also very important to get feedback from the people who are going to work with it later. Also, check out user experiences and case studies to get a sense of how the systems perform in everyday life. A good overview of construction software can be found, for instance, at.Successfully implementing a DMS: From planning to daily use.
Introducing a document management software for construction is a bit more than just installing a new app. It’s a genuine change process that requires good planning, open communication, and commitment from all of us. If we approach the implementation in a structured manner, we ensure that the software is optimally utilized, and we can really see the benefits we hope for. This process has several phases, from preparation to continuous adjustment during ongoing operations. A clever approach helps us keep risks small and get the most out of our investment in modern construction data management software. The DMS implementation as a planned change process that requires engagement.
- Die DMS-Einführung als geplanter Veränderungsprozess, der Engagement erfordert.
- Important phases: from preparation and data migration to employee training.
- Adjustment of workflows and integration with existing systems.
- The importance of continuous improvement and feedback loops for long-term success.
Well planned is half won: Preparation and data migration.
At the very beginning is a really detailed planning and preparation.We need to define clear goals for what we want to achieve with the introduction of the document management software for construction . Who is responsible for what? What does the timeline look like? A very important point is the data migration: Our existing digital documents need to go into the new system and, while doing so, maybe also be cleaned up. We should also consider what folder structures and naming conventions we want to use so that everything is filed uniformly and traceably. Organizing documents in project-specific folders with meaningful filenames has proven effective – this is often mentioned in connection with Capmo. And while we’re at it: Digitizing paper documents can also be done in this phase to help us get closer to the goal of a paperless construction site. Everyone on board: Employee training and workflow adjustment.
Alle an Bord: Mitarbeiterschulung und Workflow-Anpassung
The best software is of no use to us if our employees don’t know how to handle it. That’s why comprehensive training for all users is absolutely vital. We should not only showcase the functions of the new software but also explain the benefits it brings and what the new optimized processes look like. The workflows, for example, for invoice checking or document approvals, should be configured to align with our operational processes. A user-friendly operation, like the one Peper & Söhne found with Amagno, can reduce training efforts and ensure that colleagues enjoy using the software. Crucially: Involve your employees early on! This reduces resistance and provides valuable feedback. umfassende Schulung für alle Anwender absolut entscheidend. Dabei sollten wir nicht nur die Funktionen der neuen Software zeigen, sondern auch erklären, welche Vorteile sie bringt und wie die neuen, optimierten Prozesse aussehen. Die Workflows, zum Beispiel für die Rechnungsprüfung oder Dokumentenfreigaben, sollten wir so konfigurieren, dass sie zu unseren betrieblichen Abläufen passen. Eine intuitive Bedienung, wie sie zum Beispiel Peper & Söhne bei Amagno so positiv fanden, kann den Schulungsaufwand natürlich verringern und dafür sorgen, dass die Kollegen die Software gerne nutzen. Ganz wichtig: Binden Sie Ihre Mitarbeiter frühzeitig mit ein! Das baut Widerstände ab und liefert wertvolles Feedback.
Staying on track is worth it: Integration and continuous improvement.
When the implementation and initial training have been successful, the work is not finished. The integration of the construction document management software with our other systems, like ERP or financial accounting, should then be completed – if not yet done. It’s important that we observe how the system is being used and regularly gather feedback from users. We should continuously optimize our processes and adapt to new requirements.The software itself is also evolving; providers are bringing out new features. It’s worth staying on top of things to really leverage the full potential of our DMS solution. The flexibility that our software from Valoon GmbH, through the integration of messengers like WhatsApp, offers can help us quickly adapt to new situations.
Your roadmap to successful DMS implementation – the key steps.
Introducing new software is like a mini-project of its own. Here are the key steps summarized:
- What do we need and what do we want to achieve? Clarify exactly what the software should be able to do and what problems we want to solve with it.
- Select software and check providers: Compare different solutions and choose the one that best fits us.
- Plan implementation: Create a detailed plan for the implementation, with timelines and responsibilities.
- Transfer and sort data: Transfer existing data and establish a clear structure for folders and filenames.
- Train colleagues: Ensure that all users can use the software well and with pleasure.
- Set up workflows: Customize the software to our very specific business processes.
- Kick-off and support: Ensure that everything runs smoothly at the start and that support is available for any questions.
- Keep improving: Gather feedback and continually adapt the system and processes.
From practice: How other construction companies successfully use DMS – examples and tips.
The benefits of a document management software for construction sound great in theory, but how do they look in practice? Many construction companies have successfully implemented DMS solutions and report significant improvements in their daily operations. These success stories show: Investing in digital tools is worthwhile and leads to greater efficiency and competitiveness – sustainably. We can glean valuable ideas from the experiences of others for our own decision-making and implementation. A look at how digital construction documentation is lived in practice makes this very clear.
Success stories: How construction companies benefit from DMS.
There are really many companies, from small craft businesses to large construction corporations, that rely on a specialized software solution. Take, for example, the company Peper & Söhne: They chose Amagno, among other reasons, because the handling is so simple, and they can process invoices on the go. This has really sped up their invoice processes. Other companies use solutions like Capmo to document everything seamlessly on-site and better collaborate with subcontractors. And if you look at the customer feedback for BauMaster, you often hear how the software saves time and provides more overview because all documents are centrally located. These examples show: The benefits are felt throughout our industry.
What it all comes down to: Improvements and savings.
The improvements that a document management software for construction can often be quantified in numbers. Many companies report that they spend significantly less time searching for documents – this is a direct time saving! When workflows like invoice processing are automated, the administrative burden decreases and everything speeds up. The error rate also drops because everyone works with up-to-date documents, and misunderstandings become less frequent. The result is: less rework and lower costs. And through digital archiving, we naturally save money on paper, printing, and storage space. The savings in operating costs and work time that are often mentioned are typical outcomes when successfully implementing a DMS.
Learn from others: Tips and recommendations for your company
We can learn a lot from the experiences of companies that already use such software solutions. One of the most important points is: Get employees on board from the very beginning! Whether the software becomes successful largely depends on whether the users accept it and can work with it. Another tip: Don’t try to digitize everything at once. It’s better to take it step by step and start where we expect the greatest benefit. It’s also important to choose software that is flexible and can adapt to our specific needs. The ability, like with our software from Valoon GmbH, to integrate everyday tools like messengers can greatly increase acceptance and keep training effort low. And clearly: Take advantage of test phases that many providers offer!Looking ahead: What does the future hold for construction document management?
Document management in construction is constantly evolving. New technologies and changing laws determine what the document management software for construction of tomorrow will look like. If we as a company keep these developments in mind and invest early in new, smart solutions, we can secure real competitive advantages. The digital transformation of our industry is well underway, and a modern DMS is a key building block. In this process, the automated construction documentation is playing an increasingly important role.
The future is now: AI, machine learning, and the cloud on the rise
So what are the major trends? Clearly: Artificial Intelligence (AI) and Machine Learning (ML) are increasingly entering the document management software for construction. These smart technologies can help us automatically sort documents, extract important information, or even find errors in construction plans. For instance, BAUdigital uses AI to extract data from invoices. Cloud technologies are already almost standard and offer us advantages such as scalability, flexibility, and access from anywhere. The HERO DMS also highlights the benefits of cloud solutions for craft businesses, especially regarding data security and reduced IT effort. All this shows: The systems are becoming increasingly intelligent and easier to use.
Digital and direct: E-invoicing and standards like ZUGFeRD/XRechnung
The issue of electronic invoicing, or E-invoicing, is also becoming increasingly important for us. Standards like ZUGFeRD and XRechnung make it possible to exchange invoice data without media disruptions between businesses and also with public administration. A modern software solution for the construction industry should definitely support these standards and help us automatically process electronic invoices. This not only speeds up the incoming and outgoing invoices but also reduces manual typing efforts and the error rate. The DI.talk podcast episode on E-invoicing obligations also shows that we need to address this.
Don’t miss out: The electronic invoicing obligation starting in 2025 and what your DMS must be capable of
And there’s more coming our way: Starting January 2025, electronic invoicing will be mandatory in the B2B sector in Germany. This will really push the digitization of our invoicing processes. We will then need to be able to receive and process electronic invoices in specific formats. A document management software for construction, that can do this, will become essential. It will not only help us comply with the laws but also give us the chance to make our entire invoice management much more efficient. Connecting DMS to financial accounting, as Amagno does with DATEV interfaces, will become even more important. Preparing for this is a crucial step for all of us in construction.
More than just storage: The role of DMS in the digital construction transformation
A really good software solution for the construction industry is so much more than just a digital archive. It is a true engine for digital transformation in our construction sector. By centralizing information, automating processes, and improving collaboration, it lays the groundwork for construction projects that are more efficient, transparent, and of higher quality. It helps us to better utilize our construction data management software. and paves the way to a paperless construction site.. When we invest in modern DMS solutions, we are well-positioned for the future and improve our long-term competitiveness. We at Valoon GmbH see it as our mission to support this transformation with software that is easy to use and takes new paths.
What awaits us tomorrow: The most exciting developments in the DMS field
The world of software for document management in the construction industry is rapidly evolving. Here are some trends that will shape the future:
- More AI in play: For clever document analyses, automatic tagging, and information that reaches us proactively.
- Mobile first: Even better apps for on the go, with full functionality and optimized offline use for the construction site.
- BIM integration: Closer connection with Building Information Modeling (BIM) for a fully digital process chain.
- Open platforms: Interfaces and integrations that allow us to seamlessly connect the DMS with other specialized applications for construction.
- Sustainability in focus: Functions to document and track sustainability aspects in the construction process.
No going back: Why a modern DMS is the key to success in construction
For us modern construction companies, the implementation of a document management software for construction is no longer a question of ‘if’, but rather a strategic necessity. If we can manage information efficiently, optimize our processes, and strengthen collaboration within the team, this is crucial for our success – especially in an industry that is becoming increasingly digital and competitive. The investment in the right software pays off quickly through saved time, lower costs, and better project quality. We at Valoon GmbH are pleased to assist you in finding a solution that perfectly meets your requirements so that you can fully leverage the advantages of digital transformation.
Your benefit: The most important advantages of DMS for your construction company at a glance
To summarize: A specialized software solution for the construction industry brings your company a lot. You have central access from anywhere to all important project documents – which greatly reduces the search time. Through automated processes and better collaboration your teams become more efficient, and there are fewer mistakes. The compliance-safe archiving and comprehensive documentation provide you with legal certainty and transparency. And on top of that, you’re doing your part for the environment by saving paper and lowering your operating costs. All this makes a DMS a tool that no construction company looking to move forward and improve their project management software for construction. should forego.
Take action now: Why you should invest in modern document management solutions
If you’re still struggling with outdated filings, stacks of paper, and unstructured data, now is truly the moment to consider a document management software for construction . The digital transformation is a huge opportunity for us to become more competitive and make our projects more successful. Don’t wait until the flood of documents overwhelms you! Find out what great options modern DMS solutions can offer you. We here at Valoon GmbH firmly believe that our software – which easily transforms everyday messenger communication into structured project data – is one of the most straightforward and effective solutions to take the leap into digitization and elevate your digital construction documentation to a whole new level.
Fit for the future: Long-term successes through DMS in construction
When we implement such a software solution, it has positive effects that go far beyond quick efficiency gains. In the long run, we make better decisions because we have better data that is available at any time. Transparent documentation builds trust with our clients and partners. And when we have digital processes, we as a company are simply more agile and can respond more quickly to changes in the market. The chance of completing projects on time and within budget increases – and this directly impacts our profitability and reputation. Investing in a DMS is thus an investment in our future viability and the long-term success of our construction company. Explore how our solutions can help you optimize your communication and project management. Just contact us for a personalized consultation and find out how you can take the next step towards a more efficient future with Valoon. Register and start your inquiry easily through our contact form.
What is the main advantage of a specialized document management software for the construction industry?
A specialized document management software for construction is precisely tailored to the processes and needs of the construction industry It offers industry-specific features like plan management, mobile site accessibility, and connectivity with construction software that generic systems often cannot provide, thus simplifying the data collection and the flow of information significantly.
How does a DMS construction software improve collaboration between office and site?
Through a central data platform the DMS construction software enables all project participants – in the office and on the construction site – access to always up-to-date documents and information in real-time. This reduces misunderstandings, speeds up coordination processes, and ensures that decisions are made based on the same information foundation, which is especially important for companies with many field staff is important.
Does a document management software support mobile devices and offline use in construction?
Yes, most modern document management software solutions for construction offer powerful mobile apps for smartphones and tablets. Many systems also allow for offline functionality, so that site workers can access important documents and collect data without a constant internet connection, which can later be synchronized.
How does a DMS software support compliance with GoBD and GDPR in construction companies?
A DMS software for construction helps with compliance-safe archiving, detailed logging of changes (audit trails), and controlled access rights management to comply with GoBD. For GDPR compliance, it supports through functions for secure data storage and processing as well as the ability to implement deletion deadlines and data protection policies.
What role does the integration of DMS construction software with other construction systems play?
Die Integration with other systems such as ERP, construction calculation, project management, or messenger services (as with Valoon) is very important. It avoids data silos, reduces duplicate data entries, and ensures a seamless flow of information across various applications, which increases overall efficiency.
How complicated is the implementation of document management software in a construction company?
The effort depends on the company’s size and the complexity of the processes. Modern, cloud-based DMS solutions, especially those focused on simplicity and user-friendliness , aim to keep the wie Valoon, zielen darauf ab, den implementation and training effort low. Good planning and gradual implementation are crucial.
Can a DMS software contribute to reducing paper and costs?
Absolutely. By digitizing documents and processes, a document management software for construction can drastically reduce paper consumption. This not only leads to savings in printing, storage, and materials, but also supports a more sustainable working method and the goal of a paperless construction site..
Our employees already use WhatsApp for quick communication. Can a DMS software integrate that?
Yes, some innovative DMS solutions like those from Valoon GmbH allow for seamless integration of popular messenger services like WhatsApp. This enables field staff to continue using familiar tools , while communication is automatically structured and transformed into usable project data, lowering the, während die Kommunikation automatisch strukturiert und in verwertbare Projektdaten umgewandelt wird, was die barriers to digitalization..
