Document Management System (DMS), also known as a central repository, is a place where documents and other data are stored for retrieval by authorized users. Modern systems also have a an effective search feature, which makes sure that documents are located quickly and easily. They can also help with managing compliance requirements related to sensitive information. A DMS has many advantages over a traditional filing cabinet or file server, and is capable of growing with an company’s needs as its requirements for managing content change.
Getting Started
A good document management software will start by scanning your existing documents and records, as well as saving email attachments. Your digital files will be indexed with metadata, making them easier to find for authorized users. This is a superior solution than putting paper in an archive or filing system that does not have a clear indexing process, and it will save you significant time by allowing for faster document access.
Version Control
It’s easy to lose track of versions of a document when it’s subjected to several rounds of client or internal review. A DMS can help by setting up the same naming convention for documents that will inform anyone involved in the project which document is the most current version. It can also archive older versions, should they be required and allow them to anyone who requires them.
Collaboration: Choose a DMS which allows employees to collaborate on the same document. This is a standard requirement for many companies, and it can improve collaboration when real-time collaboration is permitted. Take into consideration other features for collaboration, such as plugins to collaborate with other tools or chat capabilities. A DMS should also provide secure storage for sensitive data that is in line with industry standards. 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.