Document management system definition is as follows: as the name suggests, document management systems (DMS) are systems that help to streamline operations in publishing, indexing, storage, and retrieval of electronic data resources in an organization. A document management system is designed to assist the organization in managing creation, storage, and flow of documents by providing a centralized repository. The sheer volume that an organization or business has to deal with on a daily basis makes it mandatory to have a well-organized document management system.
As per document management system definition, ISO 12651-2 defines a document as a unit of recorded information or object. A document management system is, therefore, the program or software that organizes and controls the flow of documents throughout the organization. DMS incorporates key information management functions such content capture, document repositories, workflow, output systems, and data retrieval systems. It involves tracking, storage, and control of documents.
Document Management System Definition:
Key Features of a Document Management System
Some of the key DMS features include:
- Check-in, check-out, and locking documents to coordinate and control simultaneous editing of documents. This ensures that changes in documents made by one person do not overwrite changes made by another person in the organization.
- Control of different versions of the same document
- Auditing trail of documents to determine who did exactly what in which document.
- Stamps and annotation
Advantages of Having an Efficient Document Management System
Having an efficient document management system provides a company or organization better workflow, secure document storage, and increased productivity. Document Management System definition should also consist of the advantages of using a proper DMS.
Here are some of the key advantages of a document management system:
- Flexible information retrieval process
A document management system creates scanned electronic images of documents before storing them in a central repository. This form of storage saves time when looking for specific documents. You can retrieve any document you need without leaving your desk.
- Flexible document indexing
Information stored as images in a DMS can easily be indexed in multiple formats at the same time.
- Faster and more accurate search
Documents stored in a DMS can be found by searching for a word or phrase in the document, which is not possible with paper storage systems. The system uses single or multiple categorizations to classify and store a document, which facilitates easier and faster searches.
- A higher level of security
An efficient DMS provides better and more secure control over an organization’s sensitive data. Most document management systems control the access to documents at a folder level. They also provide an audit trail that shows which person or persons viewed, retrieved, or edited which document and at exactly what time it happened. This level of security and control cannot be possibly achieved with paper document systems.
- Data recovery after a disaster
A DMS provides the easiest and most efficient way of creating a backup of documents in an external or offsite storage. This is an effective disaster recovery strategy as it provides a failsafe archive for all your crucial data.
- Prevention of lost files
With digitally archived versions of documents stored in a central location, instances of lost files become a thing of the past. Lost files can be time-consuming and expensive to replace which is why every small, medium, and large company needs to have an efficient document management system in place.
- Significantly reduced document storage
Paper based document storage systems take up a huge volume of space in any business or organization. You significantly reduce the amount of storage space used when documents are scanned and electronically integrated in the document management system. The electronic system frees much of the physical space used to store paper documents.
- Better customer service
With a DMS, you reduce the time spent on completing processes that require document searches and retrieval. This means your customer will enjoy faster response times, accurate information, and better service. These are some of the factors that create customer satisfaction and build better customer loyalty.
Definition of Easy Cloud Document Management System
Implementing an efficient document management system has its own share of challenges and expenses. Folderit provides an easy to use document management system software where you can store, manage, share, and gain better control of all digital documents. Folderit provides a secure offsite cloud-based DMS to keep your important data safe from risks of fire, hardware failure, criminals, floods and other natural disasters. It’s the best DMS for both small and medium businesses.