Essential Functions and Perks of a Document Management System

A document management system (DMS) is an exclusive software application that helps businesses to manage, track, and store electronic documents. The main goal of a DMS is to offer a centralized location for storing and maintaining records and to make them easily accessible to authorized customers. Depending on the company’s needs and IT infrastructure, it can be used as a premise or a cloud-based service. Moreover, document management system (DMS) enables businesses to enhance document organization, increase productivity, and maintain compliance with the rules and regulations. Now, let’s have a look at some of the critical functions and Perks of a document management system:

Functions:

• Document scanning and indexing: allows importing the existing records and softcopies of documents into the system through scanning and indexing.

• Version control: Keeps track of document versions, when to update, who, what, and when to make the changes.

• Check-in and check-out feature: allows seizing off a document for editing and prevents multiple users from editing the same document consecutively.

• Metadata management: enables adding custom properties to the documents, such as author, creation date, document type, and many more.

• Search and retrieval: this allows searching and locating records readily based on keywords, metadata, and other aspects.

• Access control: This only allows authorized users to access certain documents; this can be done by a user- or role-based approach.

• Integration: allows connecting to other systems and automating document-associated tasks.

• Archiving and backup: this enables storing and backing documents for long-term retention and disaster recovery.

DMS Offers the Following Perks:

• Improved Efficiency & Productivity: The accurate document management software allows the workforce to easily access and share documents, reducing the time and effort required to find and allocate information.

• Better Organization & Control: A document management system can categorize files into a central storage, making it easy to track and manage documents and provide version control, permission setting, and more.

• Increased Security: DMS usually includes security features such as encryption and user-specific permissions to protect sensitive information and prevent unauthorized access.

• Enhanced Collaboration: Many document management systems include features that enable remote collaboration, such as commenting and editing tools, which can help teams work more effectively.

• Greater Compliance: DMS can help ensure compliance with industry regulations by providing audit trails and version history, which makes it easy to demonstrate compliance if needed.

• Reduced Costs: Document management systems can help reduce the costs associated with printing, mailing, and storing paper documents, and in many cases, by using cloud-based DMS, you only pay for what you use.

• Improved Disaster Recovery: A document management system can store multiple copies of documents in different locations, safeguarding against data loss in the event of a disaster.

Bottom Line

So, this is all about the functions and Perks of a document management system you should know. However, if you need the best document management tool, you can consult “Hridayam Soft Solutions Pvt. Ltd.”