A Document Management System (DMS) is a central repository in which documents and other information is stored for efficient retrieval by authorized users. Modern systems feature an effective search feature that allows documents to be found quickly and easily. They also help to manage the security standards for sensitive information. A DMS has many advantages over the traditional filing cabinet or file server, and it is capable of growing with an organization as its content management needs 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 then be indexed using metadata which makes them easier to locate for authorized users. This is a far better solution than filing paper documents in a system or folder that does not have a clear indexing process. It will also save you time since it speeds up retrieval of documents.
Version Control
When a document goes through multiple rounds of internal and external review It’s easy to forget which version is the latest. A DMS can help with this by setting up an naming convention that is consistent and letting any project member which document is boardroomworld.blog/board-meeting-agenda-common-rules/ the latest version. It is also able to archive older versions if required but still make them accessible to anyone who may require them for any reason.
Collaboration: Look for a DMS that lets employees work on the same document at the same time. This is a common requirement for many businesses and can enhance collaboration if real-time collaboration is allowed. Take into consideration other features for collaboration such as plugins to work with other tools and chat capabilities. In addition to that, a DMS should offer secure storage that is compliant with industry standards for the protection of sensitive information. This includes recurring 24-hour backups secured Amazon Web Servers with 256-AES encryption bank-grade, and storage with multiple physical or artificial points of presence.