Document Management Systems (DMS)

A Document Management System (DMS) handles the storage, management and exchange of files (documents, images, videos and audio files) within an organization. It can be on-premise or in the cloud. 10 Key features include:

1. Document Storage: A DMS acts as a centralized location to hold and maintain all files. It replaces physical filing cabinets. It should be easily accessible 24/7.

2. Sharing with Teams: Team members can collaborate more easily and have the ability to share project files and engage in shared workflows.

3. Sharing with Clients & Suppliers: Some DMS offer the ability to connect with Clients and Suppliers, to enable files or folders to be shared securely with third parties. This is particularly useful for companies who must share private information with third-parties, such as legal documents.

4. Sharing with Contractors: Similarly linking with contractors makes working with freelancers easier, regardless of office location.

5. Shared Workflows: When files need to be shared, commented and edited by multiple people, it is essential only one person access the file at any moment in time, to ensure each edit is preserved. This also means including version control and author name, to allow earlier versions to be accessed - to undo mistakes or counter malicious activity.

6. Version Management: A crucial component of DMS is version control. It records document revisions and allows users to access earlier versions if necessary and restore them.

7. Archiving & Back-Up: To protect against accidental or malicious loss of data, regularly scheduled back-up is essential. Archiving is also a useful feature to place less frequently used files in longer-term, lower cost storage.

8. Security: A DMS should place security at its core to make sure only people with the proper authorization can view, change, or delete documents. Users are typically restricted to accessing only certain directories as well as their own files. Sensitive data is further protected by encryption and secure authentication.

9. Efficiency: A DMS streamlines document management and retrieval procedures, saving time and increasing productivity. There is less need for manual document handling as users can easily search for and access documents.

10. Effortless Use: DMS systems should be easily accessible by all users through user-friendly interfaces, with intuitive navigation and search features. This will encourage employee adoption.

A document management system simplifies document sharing, collaboration with teams and third parties and enhances security and productivity. The best systems offer easy file access, with access-based restrictions, strong security, back-up and archiving features.