Document Management System (DMS), also known as central repository, is where documents as well as other information are stored to be retrieved by authorized users. Modern systems have an efficient search feature that allows documents to be found quickly and easily. They can also assist in ensuring compliance standards when it comes to sensitive information. A DMS has many advantages over a standard file cabinet or server, and can expand with an organization’s data management requirements.
Getting Started
A reliable online document management system will start by scanning your documents and records, as well as saving email attachments. From there your digital documents will be indexable with metadata, making them more accessible to any authorized user. This is a much better alternative to putting paper in a folder or filing system with no clearly defined indexing process, and it will save you a lot of time by allowing faster document access.
Version Control
When a document undergoes several rounds of internal or external review, it’s easy to forget which version is the latest. A DMS can aid in this process by establishing the same naming convention, that makes it clear to all project members which document is the most current version. It can archive older versions, if required and make them available for anyone who may require them.
Collaboration: Choose the DMS which allows employees to work in tandem on the same document. This is a standard requirement for many businesses and can boost collaboration if real-time collaboration is permitted. Other features of collaboration to think about include plugins for working with other tools, chat capabilities and controls for who can access a specific file. In addition, a DMS should provide secure storage that’s compatible with industry standards for sensitive information. This includes recurring 24-hour backups secured Amazon Web Servers with 256-AES encryption bank-grade storage and multiple physical or artificial points of presence.