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Do you own or manage a business and have questions about document management systems? We’ve tackled the most frequently asked questions regarding document management below:
A document management system or DMS for short is a way of filling your documents and information electronically and storing them on a server for access by whoever you choose whenever they choose.
Using a document management system at your business can help to create, edit and store all your documents in one centralised location. Not only does a DMS store information it can be used to classify and keep your documents secure, ensuring any sensitive information you handle is kept safe. A DMS also allows collaboration between teams and colleagues even when you’re not in the same building or even country, helping to increase workflow.
A document management system makes the sharing of information and collaboration easy, allowing documents from different sources to be accessible from multiple locations at the same time. It gives employees the ability to access documents wherever they are, no matter if they work across the hall from you or across the world.
Most document management systems can cater to any kind of document, image, scanned images and paper documents, contract documents, word processing files, graphic files, marketing files, development documents and plans, PDF files, text files, photographs, customer records or maintenance record, legal records, engineering documents and transcripts to name but a few. Our DMS can be setup to store any kind of information that your business needs to store.
You can scan your documents with a high speed scanner or even send them via electronic mail, through software or even fax. This will then input your paper documents into the DMS.
Once you input a document it will be indexed by the DMS you will be able to see the document name, date and location within the document management software.