A Document Management System (DMS) is a central repository where documents and information are stored to facilitate retrieval by authorized users. Modern systems also have a an effective search feature, ensuring that documents are found quickly and easily. They also assist in managing compliance standards when it comes to sensitive information. A DMS has many advantages over a standard file cabinet or server and is able to expand with an organization’s data management needs.
Getting Started
A reliable online system for document management will start by capturing your existing documents, records and data by scanning or saving attachments from email. The digital files will be indexed using metadata which makes them more accessible to authorized users. This is a much better solution than filing paper documents in a system or folder that does not have a clear process for indexing. It will also save your time as it allows for faster retrieval of documents.
Version Control
If a document is subject to multiple rounds of internal and external review it’s very easy to forget which version is the most current. A DMS can aid in this regard by establishing a consistent naming scheme, that makes it clear to all project participants which document is the latest version. It can archive older versions, in case needed, and still make them available for those who require them.
Collaboration: Search for an DMS that lets employees work on the same document at the same time. This is a standard requirement for many companies and it can help improve collaboration when real-time collaboration is allowed. 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 provide secure storage for sensitive data, that is compliant with industry standards. This includes recurring 24 hour data back up, secure Amazon Web servers with 256-AES bank-grade encryption, and storage that has multiple physical and artificial points of presence.
