Document Management System (DMS), also known as central repository, is where documents and other files are stored for retrieval by authorized users. The majority of modern systems offer an effective search feature, ensuring that documents are easily and quickly found. They can also assist in ensuring compliance requirements related to sensitive information. A DMS has numerous advantages over the traditional filing cabinet or file server, and is capable of growing with an organization as its needs for content management change.

Getting Started

A reliable online document management system will start by scanning your existing documents and records, or storing email attachments. From there, your digital files will be indexed with metadata, making them easy to find for any authorized user. This is a much better alternative to putting paper in the form of a file system or folder with no clear process for indexing, and it will save you significant time by allowing faster document access.

Version Control

When a document undergoes several rounds of internal or external review, it’s easy to forget which version is the most recent. A DMS can assist in this regard by establishing an unambiguous naming scheme which informs all project members that the document is the most current version. It can archive older versions, if needed, and still provide them to those who require them.

Collaboration: Look for http://www.boardroomworld.blog/how-to-change-bylaws-for-a-nonprofit the DMS that lets employees work on the same document simultaneously. This is a common requirement for many companies and can enhance collaboration when real-time collaboration is permitted. Think about other collaboration options such as plugins that collaborate with other tools or chat functionality. A DMS should also provide secure storage for sensitive data that is in line with industry standards. This includes regular backups for 24 hours and secure Amazon Web Servers with 256-AES encryption bank-grade and storage that has multiple physical or artificial points of presence.