Best Practice

Tips for creating your own document database for companies

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With the right document database, companies skillfully manage and organize information. This increases productivity and also ensures the security of sensitive data. But before choosing a suitable solution, it's important to consider the specific requirements and features to make the best decision.

In this blog post, we'll show you which features a document database should definitely have and give you tips to help you decide on the right solution.

What all belongs to a database?

A digital database includes, on the one hand, the database management system (DBMS), in which data and functions are managed, and the database itself. A database consists of tables that organize data in rows and columns. Each database uses a database language to query data.

Programmierer arbeitet konzentriert an einem Computer in einem Büro, um eine "Dokumentendatenbank" zu erstellen, mit Kollegen im Hintergrund.
A document database helps companies in particular to work more efficiently.

What are the different types of databases?

How the data is organized and queried in a database depends on the type of database. A distinction is made between:

  • Hierarchical databases: Organizes data in a tree structure with superordinate and subordinate relationships.
  • Network databases: Allow bidirectional relationships through network structure.
  • Relational databases: Stores data in tables with relationships using a key.
  • Object-oriented databases: Saves data as objects using methods.
  • Document-oriented databases: Stores structured and unstructured data in document format and belongs to the non-relational databases (also a No SQL database).

Note: This blog article is not about document-oriented databases, but about a database management system with functions for document management.

What is a document database?

A document database is a specialized database system that is designed to store, organize, and manage documents and files. For companies, they enable the efficient organization and administration of documents.

Team bei der Arbeit an einem Projekt mit Laptop und Analyse der Datenbank für Dokumente auf einem Flipchart im hellen Büro.
Before you introduce a database for documents in your company, you should get feedback from your employees.

By storing and managing documents centrally in a database, employees can more easily access the information they need.

The functions of a document database

A document database improves the availability of information in companies. For example, if you want to attach the associated contracts and offers to a contact in your database, that's no problem with a document database. A document database offers the following important features:

  • Create documents: A document database allows you to create and edit a document.
  • Save documents: It allows you to securely store various types of documents and files, including text documents, images, and other file formats.
  • Organize documents: Document databases make it possible to organize documents in logical structures and thus ensure easy navigation and administration in a database.
  • Search and filter documents: They offer powerful search functions to quickly and efficiently search for required documents.
  • Set access rights: A document database allows access rights to be managed to ensure that only authorized users access specific documents.
  • Integration: They often offer integrations with other systems and applications to enable seamless workflows and data exchange.

Geschäftsfrau nutzt Computer für Datenbank Dokumentenverwaltung im Büro mit Kaffee und Gebäck auf dem Schreibtisch.
There are many benefits of having an individual database for your document management.

Benefits of a document database

A document database offers numerous advantages for companies. By storing and centrally managing various documents and files, it enables efficient organization and easy access to information. This allows employees to quickly find the documents they need Which increases productivity and speeds up decision-making.

Companies can store and store an infinite number of documents in a document database. This flexibility ensures that the software solution scales with the company. They also provide comprehensive access and user rights. Administrators can control access to sensitive documents and thus ensure the security of sensitive data in the database.

Do you want a create your own online database, we have tips for you elsewhere.

5 tips for choosing the right document database

The search for the right document database presents companies with a variety of challenges. If you opt for the wrong solution, there are serious consequences such as loss of time, compliance risks and confusing file chaos.

We give you five tips on what to look for when choosing a database for your documents:

Tip 1: Integrated search function

A powerful search function is crucial for finding documents quickly and efficiently. Make sure that your chosen document database offers an integrated search function that supports both full-text search and filter options.

Tip 2: Collaborate in real time

When employees work together in real time in the document database, this promotes the efficiency of your business processes. So make sure that your employees can work in the database and make changes at the same time. This makes communication easier and creates better productivity.

Another advantage is that you can use the document database on the go. Ninox, for example, offers an app version that allows you to access your files even when you're on the go.

Tip 3: PDF file upload

PDF files are widely used. It is therefore important that your document database offers the ability to easily upload and manage PDFs. Make sure that the PDF document database provides seamless support for uploading and viewing.

Tip 4: Integrate various tools and systems

An effective document database should seamlessly integrate with other tools and systems that your organization is already using. Check whether the chosen platform offers integrations with popular tools such as Zapier, DATEV, or Make.

All of these integration platforms are available in Ninox. You can also connect services using the Ninox REST API.

Tip 5: Database structure security

The security of your data is paramount. Choose a document database that offers robust security features, including encryption, access controls, audit logs, and regular security updates. Make sure that the database structure meets applicable data protection and compliance requirements.

Zwei Fachleute analysieren Dokumente Datenbank Datensicherheit auf einem Laptopbildschirm mit virtuellen Sicherheitsschlössern im Vordergrund.
Storing documents in a digital database can increase data security. Ninox works with specific safety standards to ensure this.

With Ninox, you don't have to worry about the security of your documents. Our database is compliant with data protection regulations and meets the highest security standards.

Ninox combines classic database and document management

Ninox combines the functionality of a classic database with powerful document management in an innovative way. With this integrated solution, companies can not only efficiently manage structured data, but also seamlessly integrate and organize a wide range of documents and files into the database.

If you use Ninox as a contact management system, for example, you can create offers and invoices in the database in no time at all. Thanks to email integration, you can also send files directly from Ninox. The central management of all information makes it particularly easy to address your contacts with personalized offers.

Customer Database in Ninox

In addition, Ninox offers an intuitive user interface, real-time collaboration, and a powerful search function, making it more than a document database. Thanks to the modular editor, even non-programmers can design their own databases according to their individual requirements.

Conclusion: Effective document management for companies with Ninox

With the right document database, companies manage their data efficiently and optimize their business processes in the process. An effective solution by implementing a solution such as Ninox, which combines classic database functionalities with powerful document management, companies improve their workflows, promote collaboration and facilitate access to information.

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