Why Your Existing DMS Falls Short - And How You Can Improve It

For decades, companies across logistics, maritime, energy, and other industries have relied on Document Management Systems (DMS) to organize, store, and retrieve critical business documents. These systems promised to bring order to document chaos, ensuring version control, access management, and compliance with regulatory requirements. But despite their high costs, most DMS solutions fail to deliver the level of automation, security, and seamless workflow integration that businesses truly need.

The Limits of Traditional DMS

1. Version Control is Limited
   While most DMS platforms offer basic versioning, they fail to track document interactions across different copies and users. When files are duplicated or edited outside the system, version histories become unreliable, increasing the risk of working with outdated or unauthorized documents.
2. Access Control Doesn’t Guarantee Security
   Many DMS solutions allow organizations to restrict access to documents, but they don’t provide true immutability. If someone accesses a document and makes a change, the system might log that an event occurred, but it does nothing to prevent the alteration of data – or verify its authenticity afterward.
3. Compliance and Audit Trails Are Not Foolproof
   Regulatory compliance requires airtight document integrity, yet traditional DMS solutions rely on logs that can be manipulated or deleted. They lack cryptographic guarantees of authenticity, making them insufficient for highly regulated industries where document tampering or mismanagement can have severe consequences.
4. Manual Processes Create Workflow Bottlenecks
   Most traditional DMS platforms still require manual verification, approvals, and data entry. This slows down operations, increases labor costs, and leads to errors that impact compliance and decision-making.
5. Lack of Interconnectivity and Data Intelligence
   Traditional DMS systems store documents as standalone files, with little or no capability to link related information. This makes it difficult to track dependencies between documents, leading to inefficiencies in project tracking, auditing, and decision-making.

Where DMS Ends, DMS+ Begins

Truvity’s DMS+ was built to solve the limitations of traditional document management by transforming how businesses handle documents. Instead of just storing files, DMS+ provides an intelligent, immutable, and interconnected document ecosystem that automates processes, ensures authenticity, and enhances security.

The Advantages of DMS+

Immutability: Trust Every Document

DMS+ ensures that once a document is finalized, it cannot be altered, forged, or tampered with. This is crucial for industries that rely on document integrity, such as financial services, logistics, and regulatory compliance.

• Example: In a financial institution, investment advisors generate market forecasts. Without immutability, there’s nothing stopping them from retroactively altering predictions to justify performance-based bonuses. DMS+ prevents this by creating cryptographically sealed documents that cannot be changed after issuance.

The Graph of Documents: A Web of Truth

Unlike traditional DMS, which isolates documents, DMS+ connects related documents into an interlinked, tamper-proof graph. This enables businesses to trace document dependencies, track approvals, and streamline audits.

• Example: In an oil rig’s lifecycle, you can track every component from construction to maintenance, linking records of materials, technicians’ certifications, and servicing schedules – ensuring a complete and accessible history of compliance.

Automated Compliance and Auditability

Every document interaction in DMS+ is automatically recorded, verifiable, and compliant with global regulatory standards such as GDPR, NIS2, DORA, and eIDAS 2.0. Unlike traditional DMS, where audit trails can be manipulated or incomplete, DMS+ creates a cryptographic proof for every action taken on a document.

Intelligent Document Standardization and Automation

With data normalization and structured formats, DMS+ enables businesses to extract insights from documents seamlessly. This structured data approach supports AI-driven analysis, automation, and integration with third-party systems.

• Example: In maritime logistics, DMS+ can automatically verify supplier credentials, validate compliance documents, and trigger real-time approvals, eliminating manual data entry and delays.
  
  

End-to-End Security and Encryption

DMS+ uses advanced encryption and public-key security to ensure that documents remain confidential and are only accessible to authorized users. Unlike traditional DMS, where shared files are vulnerable to leaks, DMS+ ensures that even if intercepted, unauthorized users cannot access the contents.

Why Investing in DMS+ Makes Sense

Many businesses hesitate to upgrade their document management system, thinking, “We already spend millions on our DMS – why pay for another layer?” The answer is simple: DMS+ extends and enhances your existing DMS, transforming it from a basic repository into an intelligent, automated, and secure system that reduces costs, improves efficiency, and eliminates risks.

• Reduce compliance risks: Avoid regulatory fines and reputational damage by ensuring your documents are always audit-ready and tamper-proof.
• Cut operational inefficiencies: Automate approvals, verifications, and document exchanges to eliminate bottlenecks and reduce manual work.
• Secure document interactions: Protect critical business information with encryption, immutability, and verifiable credentials.
• Enhance decision-making: With structured, machine-readable documents and linked data, gain real-time insights into your operations.

Adapt to the Future of Document Management

The business world is rapidly moving toward secure, verifiable, and automated document ecosystems, and traditional DMS solutions are struggling to keep up. Truvity’s DMS+ is not just an upgrade – it’s the next step in document management evolution.

If your company already invests millions in a traditional DMS, adding DMS+ means unlocking the full potential of document automation, security, and compliance – future-proofing your business in an increasingly digital and regulated world.

Are you ready to move beyond the limitations of your current DMS? Let’s talk about how DMS+ can transform your document management.

Download your free whitepaper on eIDAS 2.0 and the European Digital Identity Wallet

• A business guide to prepare for eIDAS 2.0
• Learn how to future-proof your data
• Stay competitive with secure, market-ready tools
• Explore the available technologies and use cases