Document Management System (DMS), also known as a central repository, is where documents and other information are kept and can be accessed by authorized users. The most modern systems also offer an effective search feature, ensuring that documents are located quickly and easily. They also help to manage compliance requirements for sensitive information. A DMS provides many advantages over a standard file cabinet or server and can grow with an organization’s content management needs.
Getting Started
A reliable document management software will start by scanning your existing documents and records, or saving email attachments. Your digital files will be indexed with metadata which makes them easier to find for authorized users. This is a much better alternative to storing paper documents in a system or folder which does not have an obvious indexing process. It also saves you time because it allows for faster document retrieval.
Version Control
It’s easy to lose track of different versions of a document as it is subject to multiple rounds of client or internal review. A DMS can aid in this by establishing the same naming convention and letting everyone involved in the project what document is the latest version. It is also able to archive older versions if required, while still making them available to anyone who requires them for any reason.
Collaboration: Choose a DMS that allows employees to work simultaneously on the same document. This is a frequent need among many businesses and can help improve teamwork by allowing for real-time collaboration. Other features for collaboration to consider include plugins for working with other tools, chat functionality and control options for who can access a particular file. A DMS must also provide secure storage for sensitive data that is compliant with industry standard. This includes recurring backups that are available 24 hours a day as well as secure Amazon Web Servers with 256-AES encryption bank-grade, and storage with multiple artificial or physical points of presence.