What to Look For in an Online System For Document Management
A Document Management System (DMS) is a central repository where documents and information are stored to facilitate retrieval by authorized users. Modern systems come with a powerful search feature that allows documents to be found quickly and easily. They also assist in managing standards of security for sensitive data. A DMS has many advantages over a traditional file cabinet or server and can adapt to an organization’s changing content management requirements.
Getting Started
A reliable online system to manage documents will begin by recording your documents, data and records by scanning them or saving attachments from emails. From there, your digital files will be indexed by metadata, making them easy to find for any authorized user. This is a better alternative to placing paper in an organizer or filing system that has no clear process for indexing, and it will help you save time, as it allows for faster document access.
Version Control
It’s easy to lose track of different versions of a document as it goes through several rounds of internal or external review. A DMS can help here by establishing the same naming convention for documents, making it clear to anyone involved in the project which document is the most recent version. It is also able to archive older versions in the event of need while making accessible to anyone who requires them for any reason.
Collaboration: Select a DMS that lets employees work in tandem on the same document. This is a frequent requirement for many businesses and can help improve teamwork by allowing real-time collaboration. Other collaboration features to consider include plugins for working with other tools, chat features and control options for who can access a specific file. A DMS should also provide secure storage for sensitive data that is compatible with industry standard. This includes recurring 24-hour backup of data, secure Amazon Web servers with 256-AES bank-grade encryption and storage with multiple physical and artificial points of presence.
