What to Look For in an Online System For Document Management

A Document Management System (DMS) is a central repository where documents and other data are kept for efficient retrieval by authorized users. The majority of modern systems offer an advanced search function, ensuring that documents are found quickly and easily. They can also help manage the compliance requirements when it comes to sensitive information. A DMS has many advantages over traditional filing cabinets or file server, and is capable of growing with an company’s needs as its content management needs change.

Getting Started

A good online system for document management will begin by collecting your existing documents, data and records by scanning them or saving attachments from email. The digital files will be indexed using metadata which makes them easier to locate for authorized users. This is a better option than putting paper into a folder or filing system with no clear indexing process. Also, it will help you save time by allowing for quicker access to your documents.

Version Control

If a document is subject to several rounds of internal or external review it’s easy to lose which version is the most current. A DMS can aid in this by setting up the same naming convention for documents that makes it clear to everyone involved in the project what document is the most recent version. It can also archive older versions, should they be required and make them available for anyone who requires them.

Collaboration: Select the DMS that allows employees to work simultaneously on the same document. This is a very common requirement for many businesses and can help improve teamwork by allowing real-time collaboration. Take into consideration other features for collaboration such as plugins that integrate with other tools as well as chat functionality. Additionally to that, a DMS should offer secure storage that’s compatible with industry standards for the protection of sensitive information. This includes recurring 24 hour data back up, secure Amazon Web servers with 256-AES bank-grade encryption, and storage that has multiple physical and artificial points of presence.

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