What are the typical features of a Document Management System?
Document management systems (DMS) are software applications that help organisations to manage their documents. DMSs typically provide features for storing, organizing, retrieving, and sharing documents.
Here are some of the typical features of a DMS:
Document metadata
Metadata is data about data. In the context of document management, metadata is information about a document that helps to identify and describe it. Metadata can include things like the document's title, author, creation date, and file type.
Document capture
Document capture is the process of converting paper documents into electronic form. This can be done using a scanner or a document imaging system.
Document storage
Document storage is the process of storing electronic documents in a central location. This can be done on-premises or in the cloud.
Document organisation
Document organisation is the process of arranging documents in a way that makes them easy to find and access. This can be done by using folders, tags, or a combination of both.
Document retrieval
Document retrieval is the process of finding and accessing a document. This can be done by searching for the document by name, author, or other criteria.
Document sharing
Document sharing is the process of making a document available to others. This can be done by email, file sharing, or a combination of both.
Document security
Document security is the process of protecting documents from unauthorized access. This can be done by using passwords, encryption, or a combination of both.
Document versioning
Document versioning is the process of tracking changes to a document. This can be done by creating a new version of the document each time it is changed.
Document workflow
Document workflow is the process of automating tasks related to documents. This can be done by using rules and triggers to automatically route documents to the appropriate people or departments.
These are just some of the typical features of a DMS. The specific features that are available will vary depending on the DMS that is being used.
DMSs can provide a number of benefits for organisations, including:
Improved efficiency
DMSs can help organisations to save time and money by eliminating the need to manually file and retrieve documents.
Increased productivity
DMSs can help organisations to improve their productivity by making it easier for employees to find and access the information they need.
Enhanced compliance
DMSs can help organisations to comply with regulations by providing a secure and auditable trail of documents.
Improved customer service
DMSs can help organisations to improve their customer service by making it easier for customers to access the information they need.
If you are looking for a way to improve the way your organisation manages its documents, a DMS may be a good solution for you. Contact us today to learn more about our services and to get a free quote.