Document Management Systems: What Are They?
Using software, a document management system (DMS) creates stores, manages, and tracks electronic documents and images of physical documents. This process began with the conversion of paper documents to electronic ones. This is why DMS is sometimes called an electronic filing cabinet. It is possible to have a substantial impact on your business with a DMS. As it is easy to capture, digitize, and tag documents, you have more time to focus on the pressing areas of your business. Along with automated document management, a DMS can offer a number of valuable features, including enhanced security, automated regulatory compliance, and collaboration capabilities. Therefore, when choosing the best DMS service for your business, consider both the features you need now and the ones you may need in the future.
Document management software must have these features
The document management system needs to feature certain key features regardless of the type of business.
- Customizable security features such as access restrictions
A DMS that allows you to customize access permissions is integral to protecting your data. By controlling access, you can also have more flexibility in how you collaborate and use your DMS. Each individual, department, team, even vendor or customer can be assigned specific permissions. You DMS may not have much value beyond some small business use cases without this flexibility. Businesses of all sizes and industries can benefit from access permissions. Therefore, any DMS should have access restriction functionality.
- Storage of different types of files
Document management systems must be flexible enough to accommodate various types of files in storage, because businesses use several types of files. You may need more than one DMS if your DMS only supports a few types of files, creating more work for your staff and duplicating your business information systems. As a general rule, you can streamline your business processes if a single system can do more.
- Using search functions to locate and access important files quickly
A DMS is designed to make it easier for you to access and use documents. You may not be able to access important documents if you cannot search your files. Search options vary between document management software solutions. If your use case requires particular search options, you may have to select a specific DMS.
- Tracking and auditing of document history
Managing documents more efficiently and controlling changes to them can be achieved by tracking changes and auditing them files. By doing so, documents can be more compliant. You must carefully audit your systems to ensure they are compliant. Therefore, a DMS with auditing and tracking features is essential.
- Storage and versioning of documents
In your DMS, you should be able to track tracked changes, so you can revert to previous versions and see who has reworked these files over time. Backup copies should be available in case of data loss or disruption.