Document management is a system that allows people to organize and manage electronic documents and images. This is usually accomplished with software which gives the user the ability to access, alter, and store documents in a single location.
A document management system (DMS), sometimes also called an electronic document management system (EDMS), takes care of archiving, saving, distributing, and creating documents.
There are many examples of document management systems in our home and professional lives. For instance, if you do your banking online, your bank’s website likely has a document management tool which allows you to view your monthly bank statements online.
An example of document management in a business or office setting is the use of software which allows multiple employees access to work-related files. Cloud document management systems are ideal for businesses.
Cloud Document Management
Cloud document management systems allow you to store and manage data on remote servers. This means that documents are not contained on servers within the premises. The term “cloud” refers to the fact that these electronic documents are not physically contained on-site.
Cloud document management providers have secure servers housed in data centers. These servers are protected by digital firewalls and various power and cooling sources, which ensure that users can always access their data. In most cases, cloud document management offers a higher level of security compared to on-site servers. On-site servers, on the other hand, must be maintained by in-house or outsourced IT staff.
There are a wide variety of cloud document management providers for both individuals and groups such as businesses. Cloud document management systems such as Dropbox, Box, Pinpoint, FileHold, LogicalDOC, and Dokmee Cloud come with various features which make them ideal for sharing content.
Individuals and businesses used to store their documents in filing cabinets or boxes. Today, there’s no need to waste paper when important files can be stores electronically. Unlike paper files, electronic files stored in document management systems aren’t likely to be lost or misplaced.
Document storage systems allow users to quickly save copies of forms, faxes, emails, contracts, and images. Most versions allow you to search for content or see thumbnail images to retrieve documents in order to retrieve documents quickly. While it’s common for document storage systems to store documents in their original file format, some systems do an import of the document into the system, changing the file format. Once a document is imported, the software can better search the content, allowing users to locate documents faster.
One of the significant benefits of document management systems is that they facilitate collaboration between members of a group. If, for instance, a group of employees are working on a single file, document management systems allow all employees to edit, track changes, and add comments regarding content. An example of how a document management system facilitates collaboration is an agenda for a meeting. One person creates the agenda and shares it with all members of the group. Each member of the group can add items to the agenda and see items that others have added. They can add comments or ask questions regarding the content to prepare for the meeting.