Digitalization is increasingly permeating all areas of life – including universities. A milestone on this path is the introduction of a document management system (DMS) for administration at THM. DOXIS creates an infrastructure that replaces paper-based processes and enables digital administrative procedures.

A document management system (DMS) digitally stores and organizes documents, makes them searchable, and structures processing workflows. Scanned paper documents, digitally created forms, and automatically imported data flow into a central system. Integrated workflows manage responsibilities, deadlines, and processing steps, ensuring transparency from application to decision.

This largely eliminates the need for paper. A major advantage lies in its location-independent usability – especially for mobile work models. Overall, workflows become smarter: they can be mapped, automated, and digitally documented.

The system will be introduced gradually: A digital repository for presidium decisions is being created in the presidium , while documents such as theses and exams will be digitally archived in the Departments . The central administration will focus on electronic personnel files, digital student files, and Professional Development files.

Extensive preparatory work was carried out for the implementation – for example, regarding the technical infrastructure, training concepts, and the design of the filing structures. The first applications will go live next year.

The document management system (DMS) project was initiated by the Vice President for IT, Prof. Dr. Peter Hohmann. Felix Brück (Digital Transformation) initially led the project; since October 2024, this role has been held by Dr. Heiko Grönitz. The system was implemented through a collaborative effort among Hessian universities. Licenses were jointly procured, and system operation is centrally managed. Furthermore, several working groups collaborate on technical matters. The goal of these groups is to develop standardized, university-wide structures for electronic records management – ​​so-called Hessian templates. These templates create a common framework for all institutions. In addition, THM of Central Hesse) relies on its own solutions, tailored to its specific local needs.

Building its own development expertise brings THM strategic advantages: It becomes independent of external service providers, can react quickly, saves costs in the long term and gains impetus for the further development of its organization.

With its new document management system (DMS), THM is taking a pioneering step towards a modern, digital administration. The system is designed to make processes more efficient and transparent, reduce paper consumption, and enable new forms of collaboration. The combination of statewide cooperation and THM's own development creates a foundation for sustainable digitalization.