Digital Document Management of Messe Berlin GmbH

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Fairs and Trades
238 Mill. (2015)
Berlin, Germany
Assecor Services
  • Business Application
  • Academy
  • Software Development
  • Data Management
For Messe Berlin GmbH, an internationally active company running 170,000 square meters (over 1.8 million square feet) of exhibition space, an efficient and straightforward archiving solution is an important tool for event planning. With Microsoft Sharepoint, designed and adapted by Assecor in cooperation with the client, Messe Berlin introduced an easy-to-use partial solution for the company's archiving concept, advancing its digitalization.

The challenge

For each event, event management staff provides, customers with individual advice on the exhibition space's spatial, technical, and organizational possibilities. In this way, unique events are created for which Messe Berlin receives orders from international customers. However, the necessary research has been difficult to carry out. The documents required were decentralized in an archive, they were rarely digital, and there was no uniform version control. Berlin Messe GmbH felt the existing document organization system was in need of an update. Search times as long as several days extended the processing and reaction times for trade fairs, which impaired employee productivity and agility.

To improve this challenging situation, a central and efficient document management system was required. The goal was to adapt an easy-to-use application with a powerful search function in such a way that all employees would profit from the new technological possibilities without any adaptation difficulties.

The solution

As a digitization specialist, Assecor was commissioned by Messe Berlin GmbH to develop a prototype, to create the foundations for layout, operation, and information structure. This approach enabled the client to test and develop the new solution with relatively low risk. Moreover, important user feedback was incorporated directly into the design. Assecor's solution was proven successful during this phase.

Building on the successful pilot application, Assecor supported Messe Berlin GmbH in setting up the central DMS solution and digitizing the document archives. With a step-by-step approach, the complete terminal construction documentation was made centrally available to advisory staff. The trade fair DMS is based on Microsoft SharePoint and is particularly beneficial for its market-leading search functions.

The DMS was supplemented by additional, individual functions to meet the specific needs of Messe Berlin GmbH. The "Assecor MetaMan" application facilitates the input of metadata, including by external service providers, and makes the migration of digital documents into the DMS or SharePoint much more efficient. A further adaptation allows the automatic read-out of metadata from the filename, so that the employees responsible for manual metadata assignment no longer have to expend additional effort if the files are already correctly named. Assecor has thus created a fully functional document management system that facilitates daily work.

The DMS was developed as a cloud solution in order to enable site-independent work for all employees, among other things. In addition, all employees can now work simultaneously on documents in the DMS. In addition to the smooth implementation of the cloud solution, security remained a high priority.

The Benefits

The employees of Berlin Messe GmbH benefit from a modern, IT-supported document management system. The system offers optimal support through a simple and intuitive application and improves productivity. It triggers even associative search queries reliably and quickly by means of configured search. In addition, the systematic organization of the archive allows employees to refine their search queries.

As a result, Messe Berlin GmbH can react quickly to major projects and respond optimally to the changing needs of its customers. All necessary documents are centralized and delivered in real time — around the clock and from anywhere. The close coordination of development between Assecor and Messe Berlin, as well as the training program during the conversion, ensured a high rate of user acceptance.

The southern entrance to the exhibition hall of Messe Berlin GmbH. The IFA Berlin, a world-leading consumer electronics and home appliance trade show, takes place here. In 2016, in Shenzhen, the IFA put on the first edition of the show's Chinese counterpart, the CE China. © Messe Berlin GmbH

Advantages for Messe Berlin GmbH

  • A central and up-to-date archive that is open 24 hours and is accessible from any location
  • Systematic storage and organization of documents
  • Intuitive and efficient search
  • Significant increase in employee productivity through significantly shorter research paths
  • Messe Berlin employees are able to respond flexibly and individually to their customers

Advantages of Assecor performance

  • Consulting and prototyping of the complete solution designed by Assecor
  • Design of a functional storage system
  • Customization of Microsoft SharePoint and development of Meta-Man software
  • Development and implementation of a suitable digital security solution
  • Workshops and guided learning
  • First-level on-site support
  • Project and process management
  • are digitalized by now.

    More than 100.000 documents

    are digitalized by now.
  • next to no time with other people regardless of where you are. 24/7.

    Share your digital documents next to no time with other people regardless of where you are. 24/7.
  • what you need to upload a document with the correct meta data.

    Just a few seconds... what you need to upload a document with the correct meta data.