Document Management System (DMS), also known as a central repository, is a place where documents and other files are stored for retrieval by authorized users. Modern systems include a powerful search feature which allows documents to be found quickly and easily. They also assist in managing the compliance requirements when it comes to sensitive information. A DMS offers many advantages over a traditional cabinet or server, and can increase with an organization’s content management requirements.
Getting Started
A reliable online system for managing documents will begin by taking your existing documents, records, and data by scanning them or saving attachments from email. From there, your digital files will be indexed by metadata, which makes them more accessible to any authorized user. This is a better solution than storing paper documents in a system or folder that does not have a clear indexing procedure. It also saves your time as it speeds up document retrieval.
Version Control
It’s easy to get lost in the various versions of a document when it is subject to multiple rounds of client or internal review. A DMS can help with this by setting up an naming convention that is consistent that will inform anyone involved in the project which document is the most recent version. It can archive older versions, should they be required and allow them to those who require them.
Collaboration: Find a DMS that allows employees to work on the same document simultaneously. This is a standard requirement for many companies and it can help improve teamwork if real-time collaboration is allowed. Other features of collaboration to think about include plugins to integrate with other tools, chat functions and the ability to control who can access a specific file. In addition to that, a DMS should provide secure storage that’s compliant with industry standards for sensitive information. This includes recurring 24-hour backup of data, secure Amazon Web servers with 256-AES bank-grade encryption, and storage that has multiple artificial and physical points of presence.