Document Management System (DMS) also referred to a central repository, is a place where documents as well as other information are stored and can be accessed by authorized users. Modern systems include a powerful search feature which allows boardroom world blog documents to be found quickly and easily. They can also assist in ensuring compliance standards when it comes to sensitive information. A DMS provides many advantages over a conventional file cabinet or server and will increase with an organization’s content management needs.

Getting Started

A reliable online document management system will begin by scanning your documents and records, or storing email attachments. From there, your digital documents will be indexed using metadata, which makes them easier to locate for any authorized user. This is a much better alternative to placing paper in an archive or filing system which has no clear indexing process. Also, it will help you save time, as it allows for quicker access to your documents.

Version Control

It’s easy to get lost in the various versions of a document after it goes through several rounds of client or internal review. A DMS can help here by establishing the same naming convention and letting any project member which document is the most recent version. It can also archive older versions, in case needed, and still allow them to those who require them.

Collaboration: Search for the DMS that lets employees work on the same document simultaneously. This is a common requirement for many businesses and it can help improve teamwork if real-time collaborative is allowed. Other features of collaboration to think about include plugins for working with other tools, chat functions and the ability to control 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 backups that are available 24 hours a day secured Amazon Web Servers with 256-AES encryption bank-grade storage and multiple artificial or physical points of presence.