A document management system is a platform that businesses use to store all their digital documents, files and other information. A DMS simplifies, automates, and streamlines the entire process for managing, storing and retrieving data. It is an essential tool to manage the enormous amount of data that businesses have.
The first step is document capture and digitization where physical documents are scanned in or transferred into the digital repository. This is followed by the document storage process where the indexing and classification of files occurs. The most modern DMS tools also include an extensive search feature. It lets users easily find any specific file by typing in keywords or metadata.
Collaboration is another key feature, which lets teams of people collaborate on a particular project or task. Some see page of the most highly-rated DMS platforms, such as Fluix and PandaDoc have offline mode where teams can work with their mobile devices and work even without an internet connection. This lets them swiftly take notes from remote locations and sync the data when they get back to the office.
Centralized storage also offers protection against data loss and assists businesses comply with regulations by ensuring that all files come with an audit trail that can be restored back to previous versions in a single glance. When choosing the ideal DMS, it is important to think about your company’s unique requirements and needs. Take into consideration the types of documents you will need to store and the level of version control you’ll need for the more valuable documents.