The demand for document management system is increasing day by day. Organizations of all sizes are looking to implement a new system that can help them store and manage a large amount of data.
In this article, we’ll take a look at 5 features that should be included in any modern DMS. So keep reading!
What Is Document Management System?
The best way to understand a DMS is by comparing it with an ordinary file cabinet. Picture yourself opening up your file cabinet and looking for paper documents. This is how you were filing things before the proliferation of computers.
Now, imagine if there was a digital equivalent of all those files. That’s what a DMS does. It keeps your documents in a digital repository and organizes them for you. So, all your documents are in one place, and you can search for them whenever you need them.
5 Features of Document Management System
So, what are the 5 features that should be present in any modern-day document management system? Following are:
Easy Data Import/Export
If you have a large number of documents to import into your DMS, it’s best if your software can do so automatically. You don’t want to spend all day manually uploading files when there is a better way to do it. You should be able to import files from your email account or simply drag and drop them into the system.
For data export, you might want to create a map of your repository so you can see the relationship between files and folders. The DMS should give you that option or help you do it yourself if necessary.
There’s no reason to keep all your data in one place. You can be a smart and efficient manager if you store files across several different cloud-based storage options. This is commonly called a “cloud-first” approach to document management.
You should be able to add new items from anywhere, not just from your computer. If your DMS is available online, you can access it from any location. This way, you’ll always have easy access to your files. And, you can collaborate with other users no matter where they are located.
Archive and Retrieve Anytime, Anywhere
Your documents shouldn’t be locked up in a box. A data management system should offer you complete freedom to access them whenever you want. It shouldn’t matter if this is an early-morning meeting or late at night, you should always have easy access to your files.
When you store your data in the cloud, it’s easy to retrieve them whenever you need them. For example, if you have a file on your DMS at the office, but the same documents are available in an email attachment from a co-worker, you should be able to retrieve that attachment with just one click of your mouse.
Security and Protection of Your Data
Unfortunately, hackers and criminals try to steal data all the time—many stories of companies losing millions of dollars because of stolen information. Your documents should be safe with your DMS software if a sound security system is in place.
That said, having access to files from anywhere can open up new avenues for security risks. Your DMS software should help you avoid these problems by using complex passwords and doing an automatic checkup on your system to ensure it’s free from viruses and malware.
Simplified File Organization and Navigation
Your document management system should be able to store your data in a way that makes sense. If you use folders, the DMS software should let you organize them how you need to without doing too much work.
Your DMS should also have a system for tagging files and letting you find them easily. For example, if you’re printing out several documents, they should all show up in the exact location on your list, even if they’re from different folders or physical locations.
A modern document management system should make your life easier by automating the process of organizing documents. You can avoid spending hours clicking around to find files or creating spreadsheets to track everything.
That’s not an efficient way to work, and It should be able to do better than that. If you want to have a more efficient data management system, try using these features the next time you’re looking for a new DMS tool.