DMS implementation checklist: 40 check points in five phases
A DMS implementation checklist is a checklist organised by project phase that lets you verify, before and during the implementation of a document management system, whether all the decisive questions have been answered.
The 40 check points range from analysis and target vision through to operation. They come from the project experience of AWP Consult, a certified enaio partner since 2006, and apply regardless of which system you ultimately choose.
250+
completed projects since 2006
150+
reference customers in the DACH region
12 to 18
months average payback period
40 check points, five phasesChecklist
- 01
Analysis and target visionPoints 1 to 8before the start
- 02
System selectionPoints 9 to 16before the start
- 03
Functional conceptPoints 17 to 24before the start
- Configuration begins
- 04
Implementation and go-livePoints 25 to 32ongoing
- 05
Operation and expansionPoints 33 to 40ongoing
Resolve phases 1 to 3 before the system is set up
Key points at a glance
- A DMS implementation checklist organises all the questions of an implementation by project phase: analysis and target vision, system selection, functional concept, implementation and go-live, and operation and expansion.
- The points of the first three phases should be resolved before the system is configured. The filing structure, permissions, deletion rules and interfaces can only be changed with considerable effort afterwards.
- Under § 147 Abgabenordnung (AO), accounting documents must be retained for eight years, books and annual financial statements for ten years, and commercial and business letters for six years.
- Since 1 January 2025, all domestic companies must be able to receive e-invoices in accordance with the EN 16931 standard.
- Where a works council exists, the implementation of a DMS is as a rule subject to co-determination under § 87 (1) no. 6 Betriebsverfassungsgesetz (BetrVG).
- An entry-level project with a single process typically takes 8 to 16 weeks at AWP Consult and pays for itself at customers on average after 12 to 18 months, measured across more than 40 companies.
What is a DMS implementation checklist and what do you need it for?
A DMS implementation checklist is the review tool of an implementation project: for each project phase it lists the questions that must be answered before the next phase begins, and it makes visible which decisions are still open while they can still be corrected with little effort.
Anyone looking to implement document management usually works with four documents that complement each other. How a project works in concrete terms with enaio is described on the page about the enaio implementation. If the DMS is to become part of a larger document strategy, it is best to clarify the target vision and sequence in an enterprise content management consultation.
Project plan defines when each step happens and who is responsible for it.
DMS requirements catalogue describes what the system must be able to do functionally and technically, weighted by must-have and nice-to-have criteria.
Checklist checks whether all the decisive questions have been resolved in each phase and makes gaps visible.
Procedural documentation describes, in accordance with the GoBD, how the finished system captures, processes and retains documents.
Do you have a specific question about your situation?
DMS implementation checklist: which 40 check points does it include?
The DMS implementation checklist comprises 40 check points across five phases with eight points each, from analysis and target vision to operation and expansion. Mark each point as done, open or not relevant, and assign responsible people and deadlines to the open points.
01
Phase 1: analysis and target vision (points 1 to 8)
- 1. Define measurable targets. Determine which metrics should change, for example the processing time of incoming invoices, search times or storage space, and record the baseline values.
- 2. Appoint a project sponsor in senior management. A member of the management team releases resources and decides when targets conflict.
- 3. Designate internal project management. It needs process knowledge, decision-making authority and firmly allocated time alongside day-to-day business.
- 4. Record document types and volumes. List invoices, contracts, personnel files, delivery notes and emails with their volume and legacy stock.
- 5. Map the current processes. Record who handles which document and where waiting times, media breaks and duplicate filing arise.
- 6. Inventory the storage locations. Network drives, mailboxes, paper archives, specialist applications and legacy systems all belong in a complete overview.
- 7. Clarify the legal requirements. Review the GoBD, the retention periods under § 147 AO, the deletion obligations under the General Data Protection Regulation (GDPR) and the receipt of e-invoices, mandatory since 2025.
- 8. Choose an entry process. Start with a clearly defined process with high value, such as incoming invoices, instead of converting everything at once.
02
Phase 2: system selection (points 9 to 16)
- 9. Weight the requirements catalogue. Derive must-have and nice-to-have criteria from the analysis and weight them before you approach vendors.
- 10. Align ERP and specialist applications. Clarify how the DMS connects to SAP, DATEV, Microsoft Dynamics 365, proALPHA, Sage or other systems via standard interfaces.
- 11. Define the operating model. Decide between on-premises, cloud or hybrid and review the data centre location, order processing and mobile access.
- 12. Request evidence of GoBD compliance. Ask to see documentation on audit-proof archiving, such as a software certificate, and ask for templates for the procedural documentation.
- 13. Check e-invoicing. The system should process XRechnung and ZUGFeRD in accordance with EN 16931, display them legibly and archive the structured XML part in an unalterable form.
- 14. Insist on a demo with your own documents. Test the systems with real documents and workflows from your everyday work rather than with prepared sample data.
- 15. Assess the total effort realistically. Consider implementation, migration, training, operation, maintenance and internal effort over several years, not just the licensing model.
- 16. Review the partner and the exit scenario. Ask about industry references, the support model and data export in open formats.
03
Phase 3: functional concept (points 17 to 24)
- 17. Design the filing structure. Structure files, registers and document types by processes and cases rather than by department folders that have grown up over time.
- 18. Define metadata per document type. Specify mandatory fields, value lists and the reconciliation with master data from the ERP system.
- 19. Develop the permissions concept. Describe on a role basis who views, edits, approves and deletes documents, including the deputy rules.
- 20. Model the workflows. Define approval steps, value thresholds, the four-eyes principle and escalations when deadlines are exceeded.
- 21. Define the retention and deletion concept. Assign a retention period, a start date and a deletion rule to each document type.
- 22. Clarify the capture concept. Define incoming mail, scanning, incoming email and automatic recognition, and, when destroying paper originals, follow TR-RESISCAN.
- 23. Create the migration concept. Determine which legacy data will be migrated and how it will be cleaned up, and what remains legible in the legacy archive.
- 24. Involve co-determination and data protection. Involve the works council and data protection officers early and update the record of processing activities.
04
Phase 4: implementation and go-live (points 25 to 32)
- 25. Set up a project plan with acceptance criteria. Each phase ends with a clearly described result that is accepted jointly.
- 26. Build a test system with real documents. Check the interfaces end to end, from capture through to posting.
- 27. Test special cases. Credit notes, partial invoices, price discrepancies, e-invoices and the deputy scenario all belong in the test cases.
- 28. Carry out a trial migration. Migrate a partial set of data, check samples and log the completeness.
- 29. Create the procedural documentation. Describe capture, the scanning process, roles, archiving and the internal control system as required by the GoBD.
- 30. Train key users and end users. Key users are trained first and then support the role-specific training sessions.
- 31. Plan the go-live. Define the cut-over date, how to handle legacy cases, parallel operation, the fallback scenario and support during the first weeks.
- 32. Inform the workforce. Explain early on what will change and what benefits the new system brings, and name dedicated contacts.
05
Phase 5: operation and expansion (points 33 to 40)
- 33. Measure the metrics. Compare the values after go-live with the baseline values from phase 1.
- 34. Evaluate feedback. Collect feedback from users and refine input screens, workflows and search functions in a targeted way.
- 35. Reduce paper filing. End duplicate filing and dissolve paper archives according to the defined rules.
- 36. Review permissions regularly. Reconcile roles when people join, move or leave, and review the access rights regularly.
- 37. Plan updates. Install new versions in fixed maintenance windows and test interfaces beforehand in the test system.
- 38. Test backup and recovery. Check regularly whether documents and metadata can be restored completely.
- 39. Carry out deletion runs. Delete documents in a controlled way once the retention period has expired and log every deletion run.
- 40. Keep the expansion plan up to date. Apply the proven approach to further processes such as contracts, personnel files or email archiving.
We will show you how this looks with enaio in your organisation.
Schedule an appointment +49 6104 94738-13Work through the first three phases together
In the initial consultation we review the points on analysis, system selection and functional concept with you and show which questions are still open in your project.
How do you use the DMS implementation checklist correctly?
You use the DMS implementation checklist correctly when you work through it before the project starts together with project management, the departments and IT, rate each point as done, open or not relevant, assign responsible people and deadlines to the open points and complete phases one to three before configuration begins.
01
Work through it together
Schedule an appointment with project management, representatives of the departments involved, IT and, where needed, data protection. Differing expectations of the filing structure and permissions only emerge in conversation.
02
Rate every point
Mark each point as done, open or not relevant to your project. Deliberately strike out the points that do not apply and briefly note the reason.
03
Assign the open points
Every open point is given a responsible person and a deadline and moves into the project plan. Without clear ownership, it is precisely the awkward questions that are left undone.
04
The phase gate before configuration
The points of phases one to three should be resolved before the system is set up. Later changes affect files, input screens, rights and workflows that have already been configured.
05
Keep it updated after go-live
The points of phases four and five accompany implementation and operation. Apply the list to every further process that you bring into the DMS.
Would you rather not work through the checklist on your own? In the initial consultation we review the points of the first three phases for your project.
Request an initial consultationWhat matters most in the critical check points of a DMS implementation?
In a DMS implementation, six topics determine the project's success: measurable targets, a weighted DMS requirements catalogue, the filing and permissions concept, retention and deletion rules in line with the GoBD and GDPR, capture and migration, and the early involvement of the works council and data protection.
Clarify the critical points in advance
We review requirements, the filing structure, rights and migration with you before a quote is drawn up.
Request an initial consultation +49 6104 94738-1301
Targets and baseline values (points 1 to 3)
A target such as less paper cannot be verified. What is useful are metrics that are already measurable today and that the DMS is meant to change. Record the baseline values before the project starts.
- Processing timedays from receipt to completion of the case
- Search efforttime spent retrieving documents, measured by sampling
- Filing linear metres of paper or storage locations per case
Practical tip
Measure only what you can measure again after go-live. Three reliable metrics are worth more than ten estimated ones.
02
DMS requirements catalogue and system selection (points 9 to 16)
The DMS requirements catalogue translates the analysis into verifiable criteria: must-have criteria rule systems out, while nice-to-have criteria feed into a utility analysis with a weighting. Phrase requirements as a use case, for example handing an incoming invoice over to the ERP system without re-keying, rather than as a mere function name.
The page on the enaio interfaces shows what the connection to SAP, DATEV or Dynamics 365 looks like.
- Interfacesstandard connection to your ERP or accounting system, direction of the data flow, master data reconciliation
- Compliance audit-proof filing, logging, support for the procedural documentation, e-invoices in the format received
- Operationon-premises, cloud or hybrid, data centre location, order processing agreement under Art. 28 GDPR
- Futuredata export in open formats, support model, update cycles
Practical tip
Send all vendors the same real, anonymised documents together with a description of the workflow and assess the demos with the same matrix.
03
Filing structure, metadata and permissions (points 17 to 20)
The functional concept is where the decisions are made that are most costly to change later. The filing structure should follow cases such as customer, supplier or project rather than the folder structure of individual departments. The permissions concept attaches rights to roles and document types, not to individuals, and governs reading, editing, approving, deleting and deputies.
The page on workflow management describes how approval steps, value thresholds and escalations are modelled.
- Derive roles from tasks, not from the organisation chart
- Limit deputy arrangements in time and grant them at most the rights of the person being deputised for
- Separate the deletion right from the editing right
Practical tip
Test the permissions concept with people from three different roles on real files before it goes into configuration.
04
Retention, deletion and GoBD (points 7, 21 and 29)
Under § 147 (3) AO, books, annual financial statements and management reports must be retained for ten years, accounting documents for eight years, and commercial and business letters received and sent for six years. At the same time, the GDPR requires that personal data is not stored longer than is necessary for the purpose (Art. 5 (1) (e) GDPR).
The deletion concept brings the two together: each document type is given a retention period, a start event and a rule for when the period ends. Guidelines such as DIN 66398 and ISO/IEC 27555 provide orientation.
The page on the GoBD-compliant DMS describes what an archive must be able to do technically for this. The data protection side is covered by document management in line with the GDPR.
- E-invoices to be retained in the format received in accordance with the GoBD in the version of 14 July 2025, that is with the structured XML part
- Procedural documentation describes capture, processing, retention and the internal control system and is kept up to date along with the system
Practical tip
Always define the start of the retention period as an event, for example the end of the calendar year, the end of a contract or an employee leaving. A retention period without a start event never expires.
05
Capture and data migration (points 22, 23 and 28)
The capture concept describes every incoming channel: paper post, email, e-invoices and uploads from specialist applications. If paper originals are to be destroyed after scanning, the Technical Guideline TR-03138 Replacement Scanning (RESISCAN) from the Federal Office for Information Security describes a recognised procedure.
In migration, the quality of the legacy data determines the effort more than its volume. AWP Consult therefore clarifies scope and effort before the quote, not afterwards.
The page on migration to enaio shows how legacy data is transferred cleanly into a new system.
- Scope which holdings are migrated and which remain legible in the legacy system
- Clean-upduplicates, missing mandatory fields and outdated master data
- Trial runmigrate a partial set, check samples, log completeness
06
Co-determination, data protection and acceptance (points 24, 30 and 32)
A DMS logs access and is therefore, as a rule, a technical device within the meaning of § 87 (1) no. 6 BetrVG: for co-determination, the objective capability to monitor conduct or performance is sufficient. A works agreement on the purpose, roles and evaluation of logs is customary.
On the data protection side, the new processing is added to the record of processing activities under Art. 30 GDPR. For cloud operation, an order processing agreement under Art. 28 GDPR is added.
The page on change management describes how acceptance is built during the project.
- Works council to be involved from the functional concept onwards, not only at rollout
- Data protectionhave the record, the deletion concept and, where applicable, order processing reviewed
Practical tip
Involve the works council and data protection not as a box-ticking exercise but as quality assurance. Their questions uncover gaps early.
What results should each phase of a DMS implementation deliver?
Each phase of a DMS implementation should end with a tangible result that is accepted jointly: a target vision with baseline values, a justified system decision, an approved functional concept, an accepted production system with procedural documentation, and a first comparison of metrics.
| Phase | Check points | Result for acceptance | Those involved |
|---|---|---|---|
| Analysis and target vision | 1 to 8 | Target vision with baseline values, overview of document types and storage locations, entry process | Senior management, project management, departments |
| System selection | 9 to 16 | Weighted DMS requirements catalogue, assessment of the demos, justified decision on system, operating model and partner | Project management, IT, departments, procurement |
| Functional concept | 17 to 24 | Filing structure, metadata, permissions, deletion, capture and migration concepts, agreed with the works council and data protection | Project management, key users, IT, works council, data protection |
| Implementation and go-live | 25 to 32 | Tested system, trial migration, procedural documentation, trained users, go-live plan | Project management, key users, IT, implementation partner |
| Operation and expansion | 33 to 40 | Comparison of metrics, refined configuration, established operating routines and a plan for further processes | Project management, IT, departments |
Those involved are shown as an example; for tax-relevant documents, add tax advisors and accounting.
Who should be involved in the DMS implementation?
A DMS implementation should involve senior management as the project sponsor, an internal project manager, key users from the departments, IT, the data protection officers and, where one exists, the works council, complemented by an experienced implementation partner.
Senior management
Releases targets and resources and decides when targets conflict. Without visible commitment, a DMS project quickly loses priority.
Project management
Manages the plan, deadlines and open points and holds the departments and partners together. It needs firmly allocated time.
Key users
They know the workflows of their area in detail, review the filing structure and input screens, test with real documents and are the first point of contact after go-live.
IT
Responsible for the operating model, interfaces, user administration, backup and updates.
Data protection and works council
They review permissions, logging, deletion rules and the record of processing activities. Involved early, they prevent late rework of roles and rights.
Implementation partner
Brings methodology, system knowledge and experience from comparable projects. As a certified enaio partner, AWP Consult handles consulting, configuration, integration, training and support.
Not sure where to start? We will assess your situation.
Why do DMS projects miss their targets?
DMS projects usually miss their targets for organisational rather than technical reasons: there is no needs analysis, the permissions concept is unclear, migration is underestimated, senior management does not visibly back the project, everything is meant to be converted at once, or the system was assessed only with sample data. Further risks are described on the page ECM implementation: avoiding five pitfalls.
| Typical mistake | Consequence | Better approach |
|---|---|---|
| Missing needs analysis | Targets remain vague and successes unproven. | Record processes, document types and baseline values before system selection (points 1 to 8). |
| Unclear permissions concept | Rights are laboriously adjusted after go-live. | Define roles and rights completely before configuration (point 19). |
| Underestimated data migration | Legacy data does not fit the new structure and the schedule slips. | Clarify scope, mapping and clean-up before the quote and carry out a trial migration (points 23 and 28). |
| No project sponsor in senior management | When resistance arises, the project loses priority. | Appoint a sponsor who releases resources and decides when targets conflict (point 2). |
| Big-bang rollout | The organisation and its users are overwhelmed. | Start with a clearly defined process, achieve measurable results, then expand (points 8 and 40). |
| Demo without your own documents | Weaknesses only become apparent during the project. | Insist on a demo with real documents and workflows from your everyday work (point 14). |
Which principles make a DMS project successful?
A DMS project becomes successful when it begins with the process that causes the most effort today, plans the total effort in full before the start, tests systems with your own documents and defines the permissions concept before configuration. AWP Consult derives these four principles from its project experience since 2006.
01
Start with the biggest pain point
Not with the longest wish list. The process that causes the most effort every day and can be clearly delimited is the best place to start. This is often the incoming invoice workflow. Success there builds confidence for further steps.
02
Plan the total effort before the start
Implementation, migration, training, operation, maintenance and internal effort all belong fully in the plan. AWP Consult sets out every item in the quote so that there are no surprises after the contract is signed.
03
Insist on a demo with your own documents
A system can hardly be judged with sample documents. Insist on a demo with your processes and real documents.
04
Develop the permissions concept first
Who sees what, who approves, who deletes: this is defined completely before the system is configured. The works council or employee representatives are involved early.
How does a DMS implementation with AWP Consult work?
A DMS implementation with AWP Consult starts with one process and, as an entry-level project, typically takes 8 to 16 weeks, divided into analysis and concept, configuration, testing and training, and go-live with support, with each phase ending in an accepted result. The week figures are guide values.
01
Analysis and concept
Weeks 1 to 3: process mapping, requirements and functional concept with the filing structure, rights and interfaces. The full effort is set out before the contract is signed.
02
Configuration
Weeks 4 to 8: the file structure, permissions, workflows and interfaces are set up and the trial migration is prepared.
03
Testing and training
Weeks 9 to 13: tests with real documents and special cases, acceptance and role-specific training, starting with the key users.
04
Go-live and support
Weeks 14 to 16: production start, measurement of the metrics and support during the first weeks.
More on this: enaio implementation and entry-level packages and training
What customers say about their DMS implementation with AWP Consult
Voices from companies that have implemented their DMS with AWP Consult.
The implementation went quickly and without any major problems. Thanks to its various interfaces, enaio adapts easily to existing programs. The excellent support deserves particular mention. Today we can hardly imagine our working day without enaio.
After several meetings and presentations, enaio was exactly the solution we had envisaged for a new DMS and a new incoming invoice workflow. Easy to use, a clear user interface, well-defined process flows. All documents can be retrieved quickly and easily.
Do you have a specific question about your situation?
Frequently asked questions about DMS implementation
What is a DMS implementation checklist?
A DMS implementation checklist is a checklist organised by project phase. It shows which questions must be resolved before and during the implementation of a document management system, from targets and requirements through the filing structure, rights and migration to operation.
Do all 40 points of the DMS implementation checklist have to be met before the start?
No. The points of the first three phases should be resolved before the system is configured. The rest accompany implementation and operation. Points that do not apply to your project can be deliberately struck out, with the reason noted briefly.
How long does a DMS implementation take?
An entry-level project with one process typically takes 8 to 16 weeks at AWP Consult. Rollouts across several sites and processes take longer and are planned in stages. The main drivers of the duration are interfaces, the scope of the migration and the availability of the key users.
Why do many ECM projects miss their targets?
The most common causes are a missing needs analysis, an unclear permissions concept, an underestimated migration effort and a missing project sponsor in senior management. The checklist covers each of these causes with its own check points before the project starts.
What belongs in a DMS requirements catalogue?
A DMS requirements catalogue contains must-have and nice-to-have criteria from the analysis: document types and volumes, filing structure, workflows, interfaces to ERP and specialist applications, requirements from the GoBD and GDPR, e-invoicing, operating model and data export. Phrase the criteria as verifiable use cases and weight them before you approach vendors.
Do I need an IT specialist before the project?
Not necessarily. AWP Consult handles the technical tasks from configuration through to integration. You need an internal project manager with process knowledge who can make decisions, and key users from the departments.
Does the works council have to be involved in the implementation of a DMS?
Where a works council exists, as a rule yes. Under § 87 (1) no. 6 BetrVG it has co-determination rights over technical devices that are capable of monitoring conduct or performance. A works agreement on the purpose, roles and evaluation of logs is customary.
Which legal requirements should I review before the DMS project?
Above all the GoBD, with procedural documentation and audit-proof retention, the retention periods under § 147 AO, the principles and deletion obligations of the GDPR, and the obligation to receive e-invoices since 1 January 2025. Clarify the periods for each document type with your tax advisors and data protection.
Which process should I use to implement a DMS?
With a clearly defined process that causes a lot of effort today and delivers measurable results quickly. This is often incoming invoices, because volume, deadlines and approvals are easy to measure and e-invoicing creates a need to act in any case.
What does a DMS implementation cost?
A reliable statement is only possible after the analysis. The effort depends on the number of users and processes, the licensing and operating model, interfaces, the scope of the migration, training and support. For our customers, the implementation pays for itself on average after 12 to 18 months. You can obtain a specific quote via the contact page.
We will show you how this looks with enaio in your organisation.
Schedule an appointment +49 6104 94738-13Which terms around DMS implementation should you know?
The most important technical terms from projects between senior management, departments, IT and the implementation partner, explained briefly.
01
DMS requirements catalogue
A collection of the functional and technical requirements for a document management system, separated into must-have and nice-to-have criteria. It is the basis for approaching vendors and assessing demos.
02
Utility analysis
An assessment method in which weighted criteria are scored for each vendor and combined into an overall value. It makes selection decisions transparent.
03
Metadata
Descriptive attributes of a document such as document type, date, customer or supplier number. They control search, rights, workflows and deadlines.
04
Permissions concept
A set of rules that defines, for each role and document type, who may view, edit, approve and delete documents, including deputies.
05
Procedural documentation
A description, in accordance with the GoBD, of how a procedure captures, processes, retains and controls documents. It should be clear enough for auditors to follow the procedure.
06
TR-RESISCAN
The Federal Office for Information Security (BSI) Technical Guideline TR-03138 on replacement scanning, that is on measures by which scans can replace paper originals.
07
Key users
Experienced users from the departments who are involved early in the concept and testing, trained first and then the first point of contact in day-to-day work.
08
Trial migration
The transfer of a partial set of legacy data into a test system in order to check mapping, completeness and effort before the entire set is migrated.
Start with an entry process
Start with a clearly defined process, measure the result and then expand to further areas in a targeted way.
Related topics
enaio implementationHow an implementation project with enaio works in concrete terms.Pitfalls of ECM implementationFive typical risks and how to spot them early.Migration to enaioTransfer legacy data cleanly into the new structure.ECM system for mid-market companiesWhich requirements an ECM system should meet.
Sources and legal basis
The legal statements on retention, e-invoicing, replacement scanning, data protection and co-determination on this page are based on these sources. Reviewed: October 2026.
- § 147 AO: rules on the retention of documents retention periods of ten, eight and six years
- GoBD in the version of 14 July 2025 (KPMG) The second amending letter from the BMF, covering among other things the retention of e-invoices
- General Data Protection Regulation (EU) 2016/679 in the EU law portal Official text, including Art. 5, 28 and 30
- Guideline on replacement scanning under TR-RESISCAN (DStGB) Explanation of the BSI TR-03138 Replacement Scanning
- E-invoicing: receipt from 2025 (IHK) Obligation for all companies to receive, and formats under EN 16931
- Technical monitoring devices (betriebsrat.de) Co-determination under § 87 (1) no. 6 BetrVG even where there is only the capability to monitor
Your DMS implementation, properly prepared
In the initial consultation we work through the checklist with you and show which points are still open before the project starts. You receive a recommendation for the entry process and approach.
- In person in Dietzenbach or online
- With your project management and the departments
- Result: open points and a clear next step
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