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A Document Management System (DMS) is a central repository in which documents and other data are kept to facilitate retrieval by authorized users. Modern systems come with a powerful search feature which allows documents to be found quickly and easily. They can also assist in ensuring compliance standards when it comes to sensitive information. A DMS offers many advantages over traditional filing cabinets or file server, and it is able to grow along with an company’s needs as its needs for content management change.
Getting Started
A reliable online system for managing documents will begin by recording your documents, records, and data by scanning or saving attachments from email. The digital files will be indexed using metadata which makes them easier to locate for authorized users. This is a better alternative to placing paper in a folder or filing system that does not have a clear process for indexing, and it will save you a lot of time by allowing faster document access.
Version Control
When a document goes through multiple rounds of internal or external review it’s very easy to forget which version is the most current. A DMS can aid in this by setting up a consistent naming convention that makes it clear to anyone involved in the project which document is the latest version. It can also archive older versions if necessary while making accessible to anyone who requires them for any reason.
Collaboration: Select an DMS that lets employees work in tandem on the same document. This is a typical need among many businesses and can improve teamwork by allowing real-time collaboration. Take into consideration other features for collaboration such as plugins to collaborate with other tools or chat capabilities. Additionally to that, a DMS should offer secure storage that’s compatible with industry standards regarding sensitive information. This includes regular backups for 24 hours as well as secure Amazon Web Servers with 256-AES encryption bank-grade storage and multiple physical or artificial points of presence.
