Document Management System (DMS) also referred to a central repository, is a place where documents as well as other information are stored to be retrieved by authorized users. The majority of modern systems offer a powerful search function, ensuring that documents are located quickly and easily. They can also assist in ensuring compliance requirements related to sensitive information. A DMS has numerous advantages over traditional filing cabinets or file server, and it is able to grow along with an organization as its content management needs evolve.
Getting Started
A reliable online solution for document management will begin by capturing your existing documents, data and records by scanning or saving attachments from emails. From there, your digital documents will be indexed using metadata, making them more accessible to any authorized user. This is a superior alternative to storing paper documents in a system or folder that doesn’t have a clear indexing procedure. It will also save you time since it speeds up document retrieval.
Version Control
It’s easy to lose track of different versions of a document after it is subject to multiple rounds of internal or client reviews. A DMS can aid in this by setting up the same naming convention, making it clear to everyone involved in the project what document is the most current version. It is also able to archive older versions in the event of need while making them accessible to anyone who requires them for any reason.
Collaboration: Select the DMS that lets employees work in tandem on the same document. This is a common requirement in many companies and can enhance teamwork by allowing for real-time collaboration. Think about other collaboration options like plugins that collaborate with other tools or chat functions. In addition to that, 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.
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