Document Management System
Document Management Software solution allows business to organize, manage, share and distribution of documents electronically yielding various benefits such as information protection, reuse and documents control. It acts as valuable corporate repository of information to facilitate knowledge base creation, boosting sharing practice among workgroups, fast time to market, and making better informed decisions. Most Document Management Software systems also offer integrated for work group collaboration, approval policy and workflow management with an option of on premise and or cloud offerings – so that you can work online anywhere any time. DMS helps companies with managing document version control, eSignature solution for approval control, bulk file upload, document library, Single Sign On integration, flexible archival and retrieval of documents and thus improving efficiency, getting audit records and effective management of physical and electronic records.
It allows auto import of documents from multiple sources such as emails archives, file & folders, ZIP archives and WebDAV. A periodic synchronization can be configured to inspect folders for updates.
Document Management Software system helps securing all valuable information in an encrypted repository and keep history of all versions for each document along with tracking the access to information for audit purpose.
Few software offer abilities to collaborate, share and socialize content among team members. Other capabilities include internal chat, discussion forums, poll list, and email integration as part of team space.
Probably the important feature of DMS which allows scanning all type of documents and converting them to digital. Few DMs also offer editing tools such as crop, zoom, resize of captured document ability to add notations.
This helps automate the entire document workflow process wherein users can create and execute multiple tasks with relevant attributes, permissions, routing and response in GUI for automated distribution against relevant action.
An important feature which ensures easy search & retrieval of any file with just few clicks. Search criteria can be based upon inside content or document details but should be accessible by typing few words.
It helps users to manage records effectively by extending capabilities such as information classify, rename, disposition, retention schedules, freeze/hold/transfer/download of folders and files as part of the process.
Administration is key for any Document Management Software system. It should offer ability to create, manage, delete & restore user profiles or objects in user profiles with an added security model applied to each document.