A Document Management System (DMS) is a central repository where documents and information are stored to facilitate retrieval by authorized users. Modern systems feature an effective search feature that allows documents to be found quickly and easily. They also assist in managing compliance standards for sensitive information. A DMS provides many advantages over a standard file cabinet or server and is able to expand with an organization’s data management requirements.
Getting Started
A good online system for document management will begin by collecting your existing documents, records, and data through scanning or saving attachments from emails. Your digital files will then be indexed using metadata, making them easier to find for authorized users. This is a superior option than putting paper into the form of a file system or folder with no clearly defined indexing process, and it will save you significant time by allowing faster document access.
Version Control
If a document is subject to many rounds of internal or external review it’s easy to lose which version is the most current. A DMS can assist in this area by establishing a consistent naming scheme, which makes it clear to all project members that the document is the most current version. It can also archive older versions, in case needed and make them available for anyone who may require them.
Collaboration: Choose the DMS that lets employees work on the same document simultaneously. This is a very common requirement in many companies and can boost collaboration by allowing real-time collaboration. Think about other collaboration options such as plugins that work with other tools and chat functionality. In addition a DMS should provide secure storage that is compliant with industry standards regarding sensitive information. This includes recurring backups that are available 24 hours a day and secure Amazon Web Servers with 256-AES encryption bank-grade, and storage with multiple physical or artificial points of presence.
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