What to Look For in an Online System For Document Management
Document Management System (DMS) also referred to a central repository, is where documents and other information are stored and can be accessed by authorized users. Modern systems have a powerful search feature that allows documents to be found quickly and easily. They can also assist in ensuring compliance requirements related to sensitive information. A DMS offers many advantages over a traditional file cabinet or server and will grow with an organization’s content management requirements.
Getting Started
A reliable online document management system will begin by scanning your existing documents and records, as well as saving email attachments. From here your digital documents will be indexed using metadata, making them easier to find for any authorized user. This is a far better option than putting paper into the form of a file system or folder that has no clear indexing process, and it will save you a lot of time, as it allows for faster document access.
Version Control
It’s easy to lose track of the versions of a document when it is subject to multiple rounds of internal or external review. A DMS can help in this process by establishing the same naming convention, which informs all project members that the document is the latest version. It can archive older versions, should they be required and provide them to anyone who requires them.
Collaboration: Choose the DMS that lets employees work on the same document at the same time. This is a common need among many businesses and can boost teamwork by allowing real-time collaboration. Other features for collaboration that you should consider include plugins that allow you to collaborate with other tools, chat features and controls for who can access a given file. A DMS should also provide secure storage for sensitive data that is compatible with industry standards. This includes recurring 24 hour data back up, secure Amazon Web servers with 256-AES bank-grade encryption and storage that includes multiple artificial and physical points of presence.
