Dr. Mach GmbH & Co. KG
As a medical technology specialist exporting to more than 80 countries, Dr. Mach needed audit-proof, always-current IT documentation to satisfy ISO 13485, ISO 27001, and NIS-2. Manual maintenance through spreadsheets and Visio diagrams had reached its limits. With Docusnap’s agentless, fully automated inventory, manual effort has dropped to near zero, and audit reports are now available at the push of a button.
Precision light for medicine meets a growing IT landscape
Wherever clinicians around the world need to see clearly, Dr. Mach is often part of the picture. The family-owned company has been developing and manufacturing high-precision lighting systems for medical use for over 75 years: surgical lights, examination lights, and video lights together with their control systems. Every product is made in Germany, exported to more than 80 countries, and certified to ISO 13485:2016.
Behind this internationally positioned manufacturing operation sits an IT landscape that has grown organically over the years, encompassing hundreds of clients, physical and virtual servers, and a mix of cloud and hybrid components. Responsible for all of it is Andreas Bolesny, IT Manager at Dr. Mach. He heads the IT department, protects the global network against cyber risks, and manages sensitive access permissions, with a clear focus on IT security.
When the spreadsheet became an audit risk
For a long time, IT documentation at Dr. Mach worked the way it does in many organizations that have grown over the years: decentralized spreadsheets for assets and licenses, static Visio diagrams for topology and site layouts, plus the occasional script. That approach works until it becomes a problem. Because every change had to be tracked manually, the documentation rarely reflected the actual state of the infrastructure. New servers, swapped clients, updated configurations. Much of it was recorded late or incompletely.
A central single source of truth did not exist. During outages or audits, the team had to piece together information from multiple sources, and dependencies between systems were impossible to trace visually. On top of that came licensing and security risks, because without automated inventory there was no reliable overview of installed software and active components. And there was one more risk that is hard to quantify. Knowledge lived in the heads of the administrators, not in the system. If someone was unavailable, the network became a black box. Every audit felt like an emergency.
An upcoming audit and the decision to automate
The tipping point was an upcoming regulatory audit and the realization that manual documentation was no longer sufficient. As a medical technology specialist, Dr. Mach is subject to strict compliance requirements, and the data foundation could not afford any gaps.
Through targeted online research, IT trade publications, and recommendations from his professional network, IT Manager Andreas Bolesny came across Docusnap. The most important criterion was fully automatic, agentless inventory. In the end, four factors sealed the decision. Complete automation with no manual effort, agentless discovery with no software on endpoints, audit-proof documentation as evidence for ISO 13485, ISO 27001, and NIS-2, and a focus on the DACH region with German-language support.
Up and running in production
Deployment went as smoothly as expected. Thanks to its agentless approach, Docusnap was operational quickly. The team handled the setup independently and in-house. No customization was necessary; the standard feature set covered every requirement. For Andreas Bolesny, the experience was not a surprise but a confirmation of what he had expected. Docusnap started scanning the entire network right after installation and ran effortlessly from the start. Blind spots that had built up in the network over the years were uncovered with the very first automated scan and captured in a clean, structured format.
Three modules see the most use. IT Inventory for a complete picture of the entire IT estate, Permission Analysis for IT security and audits, and License Management to prevent both under- and over-licensing. The mix of on-premises, cloud, and hybrid models is mapped centrally and without gaps.
From a multi-day scramble to the push of a button
The most noticeable difference today is in audit preparation. What used to be a stressful, multi-day effort of manually compiling the current state of IT is now handled in minutes. The reports required for ISO 13485 or NIS-2 are available at the push of a button. Manual documentation effort has dropped to near zero, while data quality has risen significantly through daily automated scans.
The impact shows up directly in day-to-day work: the IT team saves several hours of spreadsheet maintenance every week and can redirect that time into productive projects instead of tedious routine. The effect reaches beyond IT as well. When compliance questions arise or investment decisions need backing, reliable, professionally formatted data is available immediately. That builds trust, all the way up to senior management.
Security as a mindset: transparency against cyber risks
For Andreas Bolesny, IT security is more than a compliance checkbox. “As an IT Manager, security is not just a requirement for me. It is a genuine passion. With my years of experience I know that only those who have complete visibility into their IT infrastructure can protect it effectively,” he explains. And that complete visibility is exactly what Docusnap delivers as the foundation of his security strategy.
In practice, automated inventory reveals where risks emerge. Outdated end-of-life software and missing patches, orphaned accounts and incorrect permissions on critical systems. Automated baseline comparisons surface deviations in the network before attackers can exploit them. Documentation becomes an early warning system, and the up-to-date asset baseline becomes the prerequisite for closing security gaps in line with NIS-2 or ISO 27001.
A data foundation that safeguards the global business
In medical technology, documentation is not an end in itself. Two domains shape the requirements at Dr. Mach: ISO 27001 and NIS-2 demand complete, current network diagrams, IT security reports, and granular permission analyses. ISO 13485 and MDR require traceable records of software version levels and system configurations in the production environment. Docusnap delivers the audit-proof data foundation for all of this, from network and topology diagrams to permission reports, inventory lists, and software records that also serve risk assessments and internal quality management.
That pays directly into the international business. A company exporting to more than 80 countries needs a central, reliable IT documentation system as the basis for meeting international regulatory requirements. Docusnap also provides transparent proof of who has access to quality-relevant data and validation systems, and it records configuration changes on IT and production equipment in a traceable manner. “Through automated inventory, we have full visibility into our network and sensitive permissions at all times,” says Andreas Bolesny. “That saves us an enormous amount of time during audits and sustainably secures our international business.”
Reliable support and a strategic asset for the entire company
Beyond the software itself, the verdict is equally clear. The team is extremely satisfied with Docusnap support. They speak directly with specialists who deliver practical solutions, and inquiries are handled with short response times so that questions never slow down IT operations. Updates to new versions have been smooth and non-disruptive so far.
That leaves the advice Andreas Bolesny passes on to other IT leaders. Do not wait for the next major audit or system failure. Stop spending time maintaining manual spreadsheets and Visio diagrams as soon as possible. His conclusion is correspondingly emphatic. “Docusnap is a genuine strategic asset for our entire company. The software secures the valuable knowledge of our IT team in one central place and frees us completely from error-prone routine work. Every department ultimately benefits from this fully automated inventory and the enormous time savings during audits.”
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