What to Look For in an Online System For Document Management
Document Management System (DMS) often referred to as central repository, is where documents and other information are stored and can be accessed by authorized users. Modern systems come with an efficient search feature that allows documents to be located quickly and easily. They can also help with managing compliance requirements related to sensitive information. A DMS offers many advantages over the traditional filing cabinet or file server, and can be capable of growing with an company’s needs as its needs for content management change.
Getting Started
A reliable document management software will begin by scanning your documents and records, or saving email attachments. From here, your digital files will be indexed with metadata, making them easier to locate for any authorized user. This is a better alternative to putting paper in a folder or filing system which has no clearly defined indexing process, 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 and external review It’s easy to forget which version is the latest. A DMS can help in this regard by creating a consistent naming scheme, that makes it clear to all project members which document is the latest version. It is also able to archive older versions if necessary, while still making them available to anyone who needs them for any reason.
Collaboration: Look for an DMS that lets employees work on the same document at the same time. This is a typical need among many businesses and can boost collaboration by allowing for real-time collaboration. Also, consider other collaboration tools such as plugins that integrate with other tools as well as chat functions. In addition a DMS should provide secure storage that’s compatible with industry standards regarding sensitive information. This includes recurring 24-hour backup of data, secure Amazon Web servers with 256-AES bank-grade encryption, as well as storage with multiple physical and artificial points of presence.