When an application has been on the market for so long, are there still any new trends and developments? We at Hyarchis are seeing developments emerge that are breathing new life into document management systems. In this blog post, Claudia Meessen looks ahead to the five main developments in document management for 2020.

1. Cloud
While the world of financial service providers has long kept all their software in-house, the move to the cloud is now truly unstoppable. Apprehension about storing data in the cloud has made way for a desire to spend less time and money on in-house IT applications. Organizations are not only using separate applications hosted in the cloud, they are even choosing to move their entire IT landscape to the cloud. As a result, document management systems (DMS) are being increasingly relocated to a cloud environment as well.

2. User-friendly
Application interfaces must first and foremost be web-based. They need to be presented in the cleanest and simplest way possible. This will drive the further development of a dynamic and personalized configuration of DMS screens. Features and rights are not the only factors to consider in this respect, as historic use per individual also increasingly plays a role.

I expect screens to be presented in a way that best matches individual users’ search and work behavior. It is all about the user experience, which needs to be just as good for business applications as it is for applications that we are used to as consumers.

3. Security
There will be no escaping it in 2020: privacy by design. Luckily, the year 2019 allowed organizations to settle into the new data protection reality created by the implementation of the GDPR in 2018. In 2020, data protection will become a given. If they want to make a difference in 2020, DMS providers will have to take the lead in this respect.

I am also seeing the role of DMS providers change significantly, as they play a crucial role in offering expert advice and the kind of tooling that makes it easier for organizations to be compliant, i.e. to comply with rules such as maximum data retention terms.

 4. Artificial Intelligence (AI)
In 2020, AI will play a crucial role in relation to governance, i.e. compliance with laws and regulations. Many of the archives we deal with have grown so large and complex that it becomes increasingly difficult to ensure that your archive and the millions of documents within it comply with legislation. It is impossible for humans to monitor compliance within such a huge archive. This is where AI-based solutions come in, bringing fully automated compliance monitoring. The year 2020 will also see a cautious first step toward using data from the documents for business intelligence purposes.

5. One single DMS as the central archive
What we are seeing more often these days is that multiple applications are linked to one single DMS archive. In practice, this means that our DMS increasingly becomes the central data hub of the application landscape. The role of the DMS is changing as a result due to the DMS gradually acquiring more specialist capability in areas such as integrations, interfaces, access and security.

Aside from that, documents in our DMS are increasingly shown to the person who is the actual file owner. Customer portals set up based on the customer self-service principle are used as first-line applications to a greater extent, with the DMS fulfilling a key role in the background.

Take a look at our Document Management System.

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