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DMS

A document management system (DMS) is a computerized solution for storing, sharing, and managing documents, offering benefits like reduced storage costs, enhanced collaboration, and improved security. Key features to consider when selecting a DMS include user-friendliness, security options, and robust search capabilities. There are four main types of DMS: server-based, database, cloud-based, and web-based, each with distinct advantages and considerations for businesses.

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14 views

DMS

A document management system (DMS) is a computerized solution for storing, sharing, and managing documents, offering benefits like reduced storage costs, enhanced collaboration, and improved security. Key features to consider when selecting a DMS include user-friendliness, security options, and robust search capabilities. There are four main types of DMS: server-based, database, cloud-based, and web-based, each with distinct advantages and considerations for businesses.

Uploaded by

jithesh.panthalil
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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A document management system is usually a computerized system used to store, share, track and manage files or documents.

It is a method of managing, storing


and retrieving all the documentation a business uses every day.

What are the benefits of a DMS?

1. Less storage space & lower costs


Document management software may cut down on expenses related to paper and document storage.
2. Better collaboration & remote work
DMS solution will show a document’s status or provide check-in and check-out features.
3. Real-time document status
Provide the real-time status for any document within the system.
4. Quick search & retrieval
Able to search without knowing a specific file name or document title and still find what they’re looking for. The retrieval process is also faster and easier.
5. Enhanced security
A modern DMS system should allow for user-based access permissions to control the flow of sensitive information. Businesses can use these permissions
to limit internal access to documents or even allow access to relevant third parties who may need to reference specific documents.
6. Business resiliency & continuity
The possibility of a disaster, such as a fire or flood, is a significant issue when relying on paper documents. Businesses that use digital documents and a cloud
based DMS solution improve their ability to avoid or recover from disasters that ruin paper documents.
7. Access to data & analytics
One benefit of digitizing documents is turning the information contained in them into structured data, which means the data is stored in a standardized
format and structure. Businesses can then create analytics reports and extract valuable insights from the information in their contracts and other
documents.

What to look for in a document management system

The best document management system is one with features that address a business’s pain points. Depending on the business’s needs, it should review the DMS
software’s:

1.0 A user-friendly interface


2.0 Security features & customized permissions
3.0 Industry-specific features
4.0 Collaboration features
5.0 Robust search features. ...
6.0 Version control. ...
7.0 Universal format support.
8.0 Workflow features
9.0 Audit trail
10.0 Preconfigured solutions reduce implementation time from weeks to days. ...

What are the 4 types of DMS?


1. Server-Based DMSs
If you are using on-premise servers, you will need a DMS that can be installed as a stand-alone and does not necessarily require an internet connection to do what
it does. These systems are typically faster than other types of DMSs and are installed on local workstations, which then connect to the local area network (LAN).
Server-based DMSs are highly customizable and can be configured to reflect individual user preferences and security levels.

2. Database DMSs
A database DMS is helpful when you need to organize, link, and cross-reference a range of data sources, such as documents, images, and other assorted data.
The software then stores the data and allows you to sort and search for what you need based on field queries or a range of other options.

Examples of a database DMS include FileMaker, Oracle, InfinityQS, and MySQL, but there are plenty more on the market today. The prime advantage of a
database DMS is that it can connect and integrate with a wide range of productivity software. This makes it very easy for users to access the files and data they
need without having to know where it is stored on the company system.

3. Cloud-Based DMSs
A cloud-based DMS is hosted in the cloud and stores its information remotely, allowing users to access the files they need from any device at any time. There is
usually a monthly charge for the service, which can be augmented with various security features.

If you are a small company that produces and handles a large volume of data, this may be a good option for you it is scalable and supports collaboration between
users. With the ability to track document versions and set user access, a cloud-based DMS enables the remote workforce and gives you a lot of flexibility in terms
of features and security rules.

4. Web-Based DMSs
Similar to a cloud-based DMS, a web-based DMS may also integrate popular productivity software such as Microsoft Word or Excel. It is accessed through a
browser and does not require any specific software to be installed to run it. Many web-based DMS are open-source as well, meaning that it is free or very-low cost
and can be configured to connect to your other office software systems through an API.
One of the downsides of web-based DMSs is that some of the more robust versions are very complex and have a high learning curve, curve—meaning you may
need to spend a significant amount of time training your team to use your web-based DMS to its fullest advantage. In addition, companies that are concerned
about security or longevity should beware—Having open-source software means you may not be getting it from a reliable source, and somewhere down the line
when you need support, you might be out of luck.

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