Document Management System (DMS), also known as a diligent board book central repository, is a place where documents and other information are stored to be retrieved by authorized users. The majority of modern systems offer an efficient search function to ensure that documents can be located quickly and easily. They also assist in managing compliance standards when it comes to sensitive information. A DMS has numerous advantages over a traditional filing cabinet or file server, and can be able to grow along with an company’s needs as its content management needs evolve.
Getting Started
A reliable online solution to manage documents will begin by taking your existing documents, data and records by scanning them or saving attachments from email. From there your digital files will be indexed by metadata, making them easier to find for any authorized user. This is a far better solution than putting paper in a folder or filing system with no clear indexing process. Also, it will save you a lot of time by allowing for faster document access.
Version Control
If a document is subject to many rounds of internal or external review It’s easy to forget which version is the most current. A DMS can aid in this area by establishing the same naming convention, that informs all project members that the document is the most recent version. It is also able to archive older versions if necessary but still make them accessible to anyone who needs them for any reason.
Collaboration: Search for a DMS that allows employees to work on the same document at the same time. This is a common need among many businesses and can boost collaboration by allowing real-time collaboration. Other features for collaboration to consider include plugins that allow you to collaborate with other tools, chat functionality and control options for who can access a given file. A DMS must also provide secure storage for sensitive data that is compatible with industry standards. This includes recurring 24 hour backup of data, secure Amazon Web servers with 256-AES bank-grade encryption and storage that includes multiple artificial and physical points of presence.