Document Management System is also known as Document Management which is all about storing, managing, and tracking the electronic documents and images of paper-based documents. These images or documents are taken through a document scanner and then stored in the computer. According to ISO 12651, it is said that the document is like information that can be treated as a unit.

To make it all simple for you, document management is the software that controls and manages all the documents of an organization. The software does not only contain documents, it also has content capture, repositories of documents, COLD/ERM and an information retrieval system.

Certain Features of DMS

This system is one of the most common and most important systems in any organization as it manages the content whether it’s the images or the archives of any document or workflow. Moreover, the DMS offers such a holistic and basic functionality to the employees to manage the content, impose controls and manage any kind of document without any hassle. Let’s have a look at some of the key features of the document management system.

• It has a feature of simultaneous editing which means that the editing of one person won’t be overridden by the editing of another person.
• There is a proper check-in and check out system and it has a lock feature.
• There is a version control option that will keep a tab on the coming of documents.
• Employees can go for the annotation and stamps on the documents for their own ease.
• It comes with an audit trail feature through which the lifetime of the document and its stay in the DMS can be tracked.

The current document management system is different from the older generations and it is more diverse and more user-friendly. The current DMS is accessible to both small and large scale enterprises and basically, it allows the employees to have an experience of physically saving the documents in an electronic form. Moreover, the DMS has become a part of the wider content management system of organizations and enterprises.

DMS as New Filing System

DMS has made the whole process of connecting businesses with their respective documents and data an easy task. The DMS gives an easy way to the employees to get to the documents, track them, use them, edit them and save them.

Moreover, DMS has become a filing system through which employees can add documents from anywhere they want and they can even lock the document so that no one else could see it.

DMS allows the employees to make folders through which they keep their documents according to their need so that they do not have to hassle around in searching for them.

DMS System Types

The different types of DMS systems are listed below:

Web-based System

This system does not require any self-implementation of a server system and the maintenance of the system is available from the provider. Employees can access it through their web browsers.

Cloud-based Packages

This DMS is operated through software that is run on the host provider’s system. This kind of package is usually subscription-based and the information and all the data that is stored on it is managed by the host’s server.

Client-Server Systems

This kind of DMS does not require any internet service to access it or use it. Moreover, it also allows the enterprise to refine and develop the system according to their own need.

Benefits of Document Management System

• It brings more transparency to the whole information and document storage setup.
• It brings proper and better efficiency in managing and editing the document.
• It has a fast training process through which even new employees can start using it in no time.
• It requires low maintenance.
• The security of DMS is great as one can lock the documents they want.