Features of Document Management System

Some must-have features in a document management system include the ability to track and control document versions, the ability to set permissions and access levels, and the ability to integrate with other business applications.

A document management system (DMS) is a system (usually computer-based) used to track and store electronic documents and/or images of paper documents. In general, a DMS has the ability to capture, index, store, track, and retrieve documents. Some document management systems also have workflow capabilities, meaning they can be used to route documents through a series of steps or processes.

Document Versioning

Document versioning is the process of tracking and managing different versions of a document. This can be useful when multiple people are working on a document, or when a document is being updated over time. By keeping track of different versions, it’s easier to see what has been changed and to revert back to earlier versions if needed.

Document Archival/Storage

Digital document archiving is the process of storing digital documents in a safe and secure location. This can be done either online or offline, but typically it is done offline in order to ensure the safety and security of the documents.

Advanced Search Features

Advanced search in a Document Management System (DMS) allows users to narrow their search for documents by specifying additional search criteria. For example, a user might specify that they only want to see documents that were created in the last month, or that contain a certain keyword.

OCR Capabilities

OCR, or Optical Character Recognition, is a technology that allows computers to read and process typed, handwritten, or printed text. OCR can be used to convert images of text into editable text files, which can then be stored in a document management system.

This can be helpful for archiving purposes, or for making text-based information more accessible to people who can search inside a document.

Digital PDF Signatures

PDF signatures are a way to ensure the authenticity of a document. They can be used to verify that a document has not been tampered with, and to confirm the identity of the signer. PDF signatures are typically added to documents using a digital signature service.

Document Workflow

Document management systems typically have a workflow feature that allows users to create and manage processes for handling documents.

This can be helpful for businesses that have specific procedures for handling documents, such as approvals or reviews. Workflows can be customized to fit the needs of the business and can be used to automate some of the steps in the process.

Cloud Based Setup

There are many benefits of using a cloud-based document management system (DMS). One of the biggest advantages is that it allows users to access documents from anywhere in the world, as long as they have an internet connection. This means that businesses can remain productive even when employees are working remotely.

Another benefit of using a cloud DMS is that it is often more affordable than on-premise solutions. This is because businesses do not need to invest in expensive hardware and software to run a cloud DMS. Additionally, cloud DMS providers often offer flexible pricing plans that can be scaled to meet the needs of a growing business.

Finally, cloud DMS solutions are typically more secure than on-premise solutions. This is because cloud providers invest heavily in security measures to protect their data centers. Additionally, cloud DMS providers often offer data encryption and other security features to help keep customer data safe.

Permissions

Permissions and security levels are important in a DMS because they help to control who can access and modify documents. By setting appropriate permissions, you can help to ensure that only authorized users can view and edit documents, which can help to protect sensitive information.

Compliance

The importance of compliance in a DMS cannot be understated. A DMS must be compliant in order to protect the privacy and security of its users. A DMS that is not compliant could put its users at risk of data breaches, identity theft, and other malicious activities.

Audit Logs

Audit logs play an important role in document management systems. By tracking changes to documents, audit logs can help organizations ensure the accuracy and integrity of their records. Additionally, audit logs can be used to investigate potential breaches of security or unauthorized access to documents.

Document Sharing

Document sharing is an important part of any document management system. It allows users to share documents with others, making it easier to collaborate on projects. Document sharing can also help to reduce the amount of storage space needed, as well as the amount of time needed to manage documents.