What to Look For in an Online System For Document Management

Document Management System (DMS), also known as central repository, is a place where documents and other information are stored and can be accessed by authorized users. Modern systems include an efficient search feature that allows documents to be located quickly and easily. They also help to manage compliance requirements for sensitive information. A DMS has numerous advantages over a traditional filing cabinet or file server, and it is able to grow along with an organization as its requirements for managing content evolve.

Getting Started

A good online document management system will begin by scanning your existing documents and records, or storing email attachments. From here your digital files will be indexed with metadata, which makes them more accessible to any authorized user. This is a better option than putting paper into a folder or filing system that has no clear indexing process. Also, it will save you a lot of time by allowing for faster access to documents.

Version Control

It’s easy to lose track of the versions of a document when it is subject to multiple rounds of client or internal review. A DMS can help here by establishing a consistent naming convention and letting any member of the team which document is the most current version. It is also able to archive older versions if necessary, while still making them accessible to anyone who needs them for look these up any reason.

Collaboration: Select an DMS that allows employees to work simultaneously on the same document. This is a standard requirement for many businesses and it can help improve teamwork if real-time collaborative is permitted. Think about other collaboration options such as plugins that collaborate with other tools or chat functionality. A DMS should also offer secure storage for sensitive data that is compliant with industry standard. This includes recurring backups that are available 24 hours a day secured Amazon Web Servers with 256-AES encryption bank-grade, and storage with multiple artificial or physical points of presence.