What is the purpose of a document management system (DMS)?

Posted by Emily Woods on May 20th, 2019

The document management system is a single solution which helps you create documents, collaboratively edit them, share documents with colleagues and business partners to be signed and completed and, finally, securely store them.

An advanced document management system allows you to easily manage the entire document lifecycle online within a single browser tab, without mountains of paperwork and time-consuming steps.

The purpose of the Document Management System is to provide a clear framework of the operations in an organization and allows a more consistent approach to processes.

It also provides evidence for achieving your objectives and goals. When designing documentation, the focus should be on efficiency and creating processes and documents that are applicable to and in your organization.

Properly structured documentation will make your operations much easier, while incorrect documentation will bring you nothing but trouble.

Most document management software has a built-in search engine, which allows users to quickly navigate even the most expansive document libraries to access the appropriate file. Storing sensitive documents as well? Not to worry – most document management systems have permission settings, ensuring only the appropriate personnel can access privileged information.

These are some of the most important features of document management system:

• Storage of various document types, including word processing files, emails, PDFs and spreadsheets
• Keyword search
• Permissioned access to certain documents
• Monitoring tools to see which users are accessing which documents
• Versioning tools that track edits to documents and recover old versions
• Controls regulating when outdated documents can be deleted
• Mobile device support for accessing, editing and sharing documents

To know more check out: https://blog.aufait.in/features-document-management-system/