Document Management System (DMS) also referred to central repository, is a place where documents and other data are stored and can be accessed by authorized users. The majority of modern systems offer an advanced search function, which makes sure that documents are easily and quickly found. They can also help with managing the requirements for compliance when it comes to sensitive information. A DMS has many advantages over a conventional file cabinet or server and is able to adapt to an organization’s changing content management needs.
Getting Started
A good online system for document management will begin by recording your documents, records and other data by scanning or saving attachments from emails. Your digital files will be indexed with metadata which makes them more accessible to authorized users. This is a far better option than storing paper documents in a folder or system which does not have an obvious indexing process. It also saves you time since it speeds up retrieval of documents.
Version Control
When a document goes through multiple rounds of internal or external review It’s easy to forget which version is the most recent. A DMS can help with this by setting up the same naming convention that makes it clear to any member of the team which document is the most current version. It is also able to archive older versions, if needed but still make accessible to anyone who requires them for any reason.
Collaboration: Look for the DMS that allows employees to work on the same document simultaneously. This is a common requirement in many companies and can boost teamwork by allowing real-time collaboration. Other features of collaboration to think about include plugins for working with other tools, chat features and controls for who can access a specific file. A DMS must also provide secure storage for sensitive data that is compliant with industry standards. 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.
