A Document Management System (DMS) is a central repository in which documents and other data are kept for quick retrieval by authorized users. Modern systems feature a powerful search feature that lets documents be located quickly and easily. They also assist in managing standards of security for sensitive data. A DMS has many advantages over a traditional cabinet or server and will adapt to an organization’s changing content management needs.

Getting Started

A good online system for document management will begin by taking your existing documents, records and data by scanning or saving attachments from emails. From there, your digital files will be indexed with metadata, which makes them easier to locate for any authorized user. This is a much better solution than storing paper documents in a system or folder that doesn’t have an obvious indexing process. It will also save you time because it allows for faster retrieval of documents.

Version Control

When a document goes through multiple rounds of internal and external review it’s easy to lose which version is the most current. A DMS can aid in this process by establishing an unambiguous naming scheme that makes it clear to all project members that the document is the latest version. It can archive older versions, in case needed and offer them to those who require them.

Collaboration: Search for an DMS that allows employees to work on the same document at the same time. This is a frequent need among many businesses and can enhance teamwork by allowing for real-time collaboration. Other collaboration features to consider include plugins for working with other tools, chat functionality and controls for who can access a particular file. A DMS should also offer secure storage for sensitive data, that is compliant with industry standard. This includes recurring backups that are available 24 hours a day secured Amazon Web Servers with 256-AES encryption bank-grade, and storage with multiple artificial or physical points of presence.

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