A Document Management System (DMS) is a central repository in which documents and other information is stored to facilitate retrieval by authorized users. Modern systems include an efficient search feature that lets documents be located quickly and easily. They also help to manage compliance standards for sensitive information. A DMS offers many advantages over traditional filing cabinets or http://www.boardroomworld.blog/board-meeting-agenda-common-rules file server, and can be able to grow along with an company’s needs as the needs for managing content evolve.
Getting Started
A good online document management system will start by scanning your documents and records, or storing email attachments. Your digital files will be indexed using metadata which makes them more accessible to authorized users. This is a far better option than storing paper documents in a folder or system that does not have an obvious indexing process. It will also save your time as it speeds up retrieval of documents.
Version Control
It’s easy to get lost in the various versions of a document after it goes through several rounds of internal or external review. A DMS can help here by establishing the same naming convention for documents that will inform any member of the team which document is the most current version. It can archive older versions, if required and allow them to anyone who requires them.
Collaboration: Select the DMS that allows employees to work in tandem on the same document. This is a very common requirement in many companies and can improve collaboration by allowing for real-time collaboration. Take into consideration other features for collaboration, such as plugins to integrate with other tools as well as chat functionality. In addition the DMS should provide secure storage that is compliant with industry standards for sensitive information. This includes recurring 24 hour backup of data, safe Amazon Web servers with 256-AES bank-grade encryption, as well as storage with multiple physical and artificial points of presence.