A Document Management System (DMS) is a central repository where documents and other information is stored to facilitate retrieval by authorized users. Modern systems come with boardroomworld.blog/how-to-change-bylaws-for-a-nonprofit/ a powerful search feature that lets documents be located quickly and easily. They also help to manage the security standards for sensitive information. A DMS has numerous advantages over traditional filing cabinets or file server, and is able to grow along with an organization as its content management needs evolve.
Getting Started
A great online system for document management will start by taking your existing documents, records and data by scanning or saving attachments from email. From there, your digital files will be indexed with metadata, which makes them more accessible to any authorized user. This is a much better solution than filing paper documents in a folder or system which does not have a clear process for indexing. It also saves you time because it allows for faster document retrieval.
Version Control
It’s easy to lose track of different versions of a document when it is subject to multiple rounds of internal or client review. A DMS can aid in this by establishing a consistent naming convention that makes it clear to any project member which document is the most recent version. It can also archive older versions if necessary and make accessible to anyone who may require them for any reason.
Collaboration: Look for the DMS that allows employees to work on the same document at the same time. This is a frequent requirement in many companies and can help improve teamwork by allowing for real-time collaboration. Consider other collaboration features like plugins that integrate with other tools as well as chat capabilities. Additionally to that, a DMS should offer secure storage that’s in line with industry standards for sensitive information. This includes recurring 24-hour backup of data, secure Amazon Web servers with 256-AES bank-grade encryption and storage that includes multiple physical and artificial points of presence.