The storage of electronic documents and the ability to track or receive their changes, progress and location is known a Document Management System. A document management system is essential for any business or organization that requires a high level of documentations and “paper trails” to ensure quick retrieval of any important documents. If your desk is buried under a pile of paper, you need a document management system that will ensure the security of your data while offering a comprehensive, searchable archive.
A document management system, or DMS, should integrate seamlessly with other computer authoring tools such as Microsoft Office applications and Adobe publishing systems, as well as other regularly used desktop publishing software. A good DMS will allow the documents to be edited and viewed in their native applications as well as be stored and scanned with a meta data and indexing to create easily searchable content.
Users can tag documents to allow for a quick search and retrieval in a document management system. Electronic forms can be captured in a format that has the ability to be displayed in multiple applications, allowing any user with any document viewing software the ability to open, view and edit. Furthermore, DMS provides security and access permission, so private documents stay private and only authorized users have the ability to open them. A good DMS will track any changes to the document and show the users a list of changes over the life of the document, complete with indexing and annotations, as well as a list of users who have edited the file. Tracking the change log will help you manage the life cycle of your documents quickly and easily.
Furthermore, document management systems are also available for emails. Email can be archived and indexed, allowing users to perform a complex search of past emails to find pertinent information.
Document Management Systems are used in many types of businesses, including those that have a need for legal documentation. DMS is able to archive and save documents that adhere to international standards and can be retrieved for online use. This ensures that legal documents can be securely opened and printed by the intended recipient through online means, without having to send a physical copy.
A DMS will make sure the entire life cycle of a document is tracked. You can even make sure a document is properly destroyed or deleted, as per your document retention policy. In the event of a disaster, documents can be recovered if you have implemented an offsite storage plan.
Virtually every business will have a need for a DMS, from accounting and medical to manufacturing and human resources. Reducing document storage costs and improve archiving and retrieval while safeguarding access to electronic documents is a smart way to ensure your files stay private and safe.