A Document Management System (DMS) is a central repository where documents and information are stored to be easily retrieved by authorized users. Modern systems come with a powerful search feature which allows documents to be found quickly and easily. They can also help with managing compliance standards when it comes to sensitive information. A DMS has many advantages over a traditional file cabinet or server and is able to increase with an organization’s content management needs.
Getting Started
A good online system to manage documents will begin by recording your documents, records and boardroomworld.blog/how-to-change-bylaws-for-a-nonprofit/ data through scanning or saving attachments from emails. Your digital files will then be indexed using metadata, making them easier to locate for authorized users. This is a far better alternative to placing paper in the form of a file system or folder with no clear indexing process, and it will save you significant time, as it allows for faster document access.
Version Control
If a document has to go through many rounds of internal or external review it’s very easy to forget which version is the latest. A DMS can help by setting up the same naming convention for documents that will inform any member of the team which document is the latest version. It can also archive older versions, if needed, while still making them available to anyone who needs them for any reason.
Collaboration: Choose an DMS that allows employees to work simultaneously on the same document. This is a common requirement for many businesses and can boost teamwork if real-time collaboration is allowed. Consider other collaboration features such as plugins to integrate with other tools as well as chat functions. A DMS should also offer secure storage for sensitive data that is compatible with industry standard. This includes regular 24-hour backups as well as secure Amazon Web Servers with 256-AES encryption bank-grade, and storage with multiple artificial or physical points of presence.