Document Management System (DMS)

What is document management?

Document management is how an organization uses, manages, and stores documents in the business. These documents may come in different formats, such as PDFs, images, videos, audio, spreadsheets, code packages, etc. 

Most document management systems focus on digital files, while others store physical items or both. Document management systems serve as a single source of truth for all your company’s information and archives. When anyone with the right access needs something, they know where to look. 

Using document management software helps simplify the document life cycle management process to a large extent. You can set up automated workflows and processes to manage, update, and store documents shared and used in the company. Document management also helps maintain: 

• Confidentiality with teams, customers, and partners
• Efficiency of workflows and systems
• Compliance with industry standards and regulatory authorities 

How does a document management system work?

A document management system organizes your documents in many ways, e.g., file type, data type, security, or priority level. When new documents are received or created, they’re captured and moved into the system. 

The document management system may automatically add more information to the file at this point, e.g., internal tags, labels, and metadata such as who created or uploaded a document and when. 

Document management systems then sort and store the new document or data based on previously set rules. You can limit permissions and redact information in sensitive documents, so only approved users can view them or make changes. 

Common DMS Features

Our systems offer an array of useful features to keep you organized and efficient. Some common DMS features are: 

• Remote Access
• OCR & Redaction
• Access Controls
• Version Controls
• File Indexing and Search Functionalities
• Data Encryption

Different Types of Document Management Systems

DMS services are available in several different formats. Record Nations offers the following systems:

• Web Based Systems
• Cloud Based Systems
• Client-Server Systems
• Database Packages

What are the benefits of document management systems?

The benefits of implementing document management systems are significant and compounding quickly. Key benefits of implementing a document management system include: 

• Improved collaboration and teamwork: Document management systems ensure team members always have access to the most recent document version.
• Enhanced security: Document management systems ensure documents entering and leaving your organization are safe and stored securely in a central, accessible platform for all teams to access. 
• Compliance and audits: Document management systems help track a document’s history from creation to edits and downloads. This information is critical for industry-compliance practices and businesses being audited.  
• Ease of access to information: Document management systems usually have robust search functionality, making it easy for teams to find the right documents when they need them. 
• Improved productivity: Using a document management system means employees don’t waste time looking for files in multiple computers, apps, or cloud-based platforms. Anyone with the right access can find the documents they need quickly and easily by using the search bar. 

What exactly is a document management system? (DMS)

What Is Document Management?

The DMS Guide: Defining Document Management Systems, Their Features, & Advantages