KEY FEATURES OF DOCUMENT MANAGEMENT SYSTEMS (DMS)
Record-keeping and managing documents have been an exhausting part of any business organization from as far back as discovered. It’s a time-consuming and expensive process that requires a lot of resources and workforce. The manual printing out and filing process of document-management takes up time, space, and effort. The retrieval process is even more arduous.
Realizing this, a lot of businesses and organizations have started electronically organizing their documents and data. Previously it was difficult to store, share, manage, and archive the documents digitally without a centralized system. But now with the mitigation of Electronic Document Management System (DMS), the problem has been solved as well.
What are document management systems?
A digital Document Management System (DMS) basically, assimilates all of your digital data into one centralized location, that is easy to access, edit, and recovery. The platform provides storage, security, version control, indexing, and retrieval.
Every new record can be quickly scanned and integrated into the system. The system enables documents to be remotely accessed, easily tracked and backed up at any time.
Having all of company’s data and documents incorporated into a single DMS makes it possible for businesses to conveniently access it from any part of the world, and use it for referencing anywhere.
Features of a Document Management System
Storage
The most prominent advantage and characteristic of a DMS is its ability to store and archive all of an organization’s files in a single virtual vault. The centralized platform enables every relevant individual to conveniently access, edit, share and retrieve a document at all times.
Access Control
Document Management Systems have an integrated access control settings and implements role-based permissions, making it impossible for unauthorized officials to access the virtual vault. The function ensures only allowed individuals can access, modify, or retrieve specific files.
Optical Character Recognition
The OCR feature magnificently scans and interprets the data on physical paper and convert it to an electronic file. The data can then be indexed into the system and integrated to be easily searchable. The scanned documents can be stored in multiple formats.
Intelligent Character Recognition
The ICR feature was developed to overcome the drawback of OCR to not being able to interpret messy handwritten characters. Although the function still needs to be worked on it certainly makes the documentation process easier.
Version Control
A DMS keeps track of all the modifications being made to every single file, providing information about who edited the particular file and what changes were made. The DMS also allows the reversion of files to previous versions, undoing unneeded modifications.
Categorization
The DMS allows the organization to index the document upon storage, organizing it in an order that ensures easy retrieval later on. The feature enables the individual just to type in a keyword in the search bar to retrieve the document.
Bulk Upload
Files usually come in a vast quantity, and it is very time-consuming to upload and categorize them one by one. DMS allows the individuals to merely mass upload the files in one go, significantly lowering the time required.
Data Encryption
Another added layer of security to DMS is the ability to encrypt the documents uploaded. This ensures that the only individuals able to access the files are the ones that have an encryption key.
Pdf Editor
DMS makes adjusting and modifying a PDF document simple. It allows an individual to customize the file to add a textbox, check-bar, and date. It will also enable eliminating typo-errors and making notes.
Mobile Apps
Another leading feature of a DMS is the accessibility it allows through a mobile device or a tablet. The feature will enable individuals to capture images freely and speedily upload them to the system.
Synchronization
The DMS syncs all the files uploaded to the system, making them readily available to all the individuals who have shared access to it. This helps keep all the team members stay on the same page and be up-to-date at all times.
Audit Trail
Another essential feature that makes DMS a pioneer is that it provides clear trails of the file as it travels through the system. The feature lets auditors pull out detailed reports of the users that accessed a specific file, the changes they made to it, and the action performed, without allowing the users view the comments.
Wrap-Up
Document Management Systems are the specialized softwares that conveniently let an organization have its complete data, files, and documents in one place. The software not just integrates the records by providing storage space, it also ensures protection against security threats and data theft.