Document Management System (DMS), also known as central repository, is where documents as well as other information are stored to be retrieved by authorized users. The most modern systems also offer an efficient search function, ensuring that documents are easily and quickly found. They also assist in managing compliance standards when it comes to sensitive information. A DMS offers many advantages over a traditional cabinet or server and can grow with an organization’s content management requirements.
Getting Started
A good document management software will start by scanning your documents and records, or saving email attachments. Your digital files will be indexed with metadata which makes them easier to find for authorized users. This is a superior option than storing paper documents in a system or folder which does not have a clear process for indexing. It also saves your time as it speeds up document retrieval.
Version Control
When a document undergoes several rounds of internal or external review It’s easy to forget which version is the most recent. A DMS can assist in this process by establishing an unambiguous naming scheme which makes it clear to all project members which document is the most recent version. It can also archive older versions, if required and make them available for anyone who needs them.
Collaboration: Select an DMS that allows employees to work in tandem on the same document. This is a standard requirement for many companies, and it can improve teamwork if real-time collaboration is permitted. Other features for collaboration to consider include plugins that allow you to collaborate with other tools, chat functions and controls for who can access a given file. In addition the DMS should offer secure storage that’s compliant with industry standards for sensitive information. This includes regular backups for 24 hours, secure Amazon Web Servers with 256-AES encryption bank-grade, and storage with multiple artificial or physical points of presence.
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