Document Management System is the technology of content management that assists many organizations in storing and managing their electronic documents.
An organization captures much paper-based information through the document scanner, and they have to store that information in an organized way. The document management system software helps them store, track, and retrieve all electronic data and electronic images.
It is an automated software that can store a large amount of data. People can keep the hard copies of documents by scanning them, but they can also organize the files by using the metadata and tags.
The DMS helps in electronically managing the following:
- Audit trails
- Document lockdown
- Version control
- Storage location
- Access and security control
Features of DMS
- Storage – Many organizations are using DMS because it suffices the purpose of bulk storage with safety.
- Permission access – It provides the option that only an authorized person can view the documents. Not everyone can view all the documents. The user can impose restrictions on the viewers. It helps in maintaining paper confidentiality.
- Better monitoring – It is the extra safety feature in DMS. An organization can keep track of people who are viewing the documents.
- Edit histories – The software helps keep track of all the edits done by the users. The history can show what modifications are done along with the timings.
- Mobile Access – The user can also view, share, and manage files with the mobile.
Type of Document Management Systems
There are two types of DMS:
In on-premises DMS, an organization takes full responsibility for the DMS. It depends upon the requirement and needs of the company and how much storage they want, and how they want to store and protect their data.
From the storage to the maintenance, an organization takes complete ownership of the data. It is generally valuable for large organizations with manageable and efficient IT resources.
The on-premises have their advantages and disadvantages. The most significant advantage is that an organization is not dependent on external resources. They can manage as desired. It does not need an internet connection.
However, the disadvantage is that it requires massive installation, workforce, and software maintenance costs.
The service provider undertakes all the responsibilities, from updating the software to the maintenance of the software. It reduces the burden of an organization and can perform daily operations hassle-free. An organization needs to pay annual charges for the services.
The primary reason organizations are using it on a large scale is that it reduces the cost of installation, workforce, and maintenance costs. However, the disadvantage is that an organization is dependent on external sources, and it needs an internet connection to access the files.
In case of internet failure or any error occurs, the whole process comes to a halt. The organization has to wait till the error gets fixed.
Benefits of DMS
Hard copies of documents are secured compared to saving them in files or boxes. An organization can control access. They can also view the people who have accessed the paper or have edited the documents.
Reduced Efforts for storage
Storing the files in cabinets and storage bins is a hectic process and may lead to a mess. It also needs the better organization of files. Keeping it in the cloud saves time and effort. It makes the process hassle-free.
Sharing documents is now easy. People can access them from any location, making sharing electronic images via the internet and email possible.
What if the file is misplaced or lost while stored in the cabinet? There is a high probability of losing a file, but online storage can save the business from such a disaster. Even if the files are lost, there are many ways to retrieve them.
Things to consider for Database Management System
- Search criteria – It should be easy for a user to search the file name along with the modification date and people who viewed the files.
- Scanning – the DMS must have compatibility with different scanners.
- User-Friendly – It must-have features that should be easy to use and employees can easily comprehend.
- Security parameters – One of the critical aspects is the security parameter. The user should be able to set the access permission for the employees.
- Accessibility – Mobile accessibility is essential for businesses. Even if someone is away from work, they can access the files from mobile.