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What Is Document Management (DMS)

Home > PDF Business Tips > What Is Document Management

What is document management? It refers to the control and management of documents using a palatable document management system. The document management systems use DMS software to store, distribute, retrieve and organize documents in an organization. In business, the DMS software helps scan, store, convert, and modify documents for various uses.

What is a file management system, on the other hand, entails the use of electronically developed applications to manage the workflow or the use of files in an enterprise.

Part 1What Is Document Management

what is a document management system

Document management refers to the coordination and control of the flow (storage, processing, retrieval, routing, printing, distribution, editing, conversion, adding changes, modifying) of paper and electronic and documents in a secure and efficient manner to make sure that the documents are accessible to the authorized people when required.

Document management entails the monitoring of documents to ensure that the necessary business documents are safe for use. It involves the application of policies and rules to how the documents are created and used within an organization. Document management ensures a smooth running of the organization and helps store and keep track of important documents such as contracts, receipts, cheques and other relevant materials.

Part 2What Is Document Management System

what is the best document management software

A document management system is a method that utilizes computer programs and applications to manage digital and physical documents. Document management system uses sophisticated techniques to store, manage and track documents and reduce paperwork.

Most document management systems have the capacity to keep a record of various versions developed by previous users (history tracking). Document management systems vary in size and scope. They range from small, standalone systems to large-scale systems that serve the global audience. Most document management systems offer means to incorporate standard physical document filing electronically. Some of the practices implemented by the DMS include storage location, version control, audit trails and security and access controls.

Part 3What Is DMS Software

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DMS software is an electronically developed program that scans, stores, retrieves, tracks, stores and distributes the document in a central position. DMS software is the tool that an organization uses to manage its document.

Mostly the DMS software can be web-based, cloud-based, or desktop-based. Business organizations use DMS software to manage their documents by keeping track of how the documents are accessed, and they also show which person obtained the documents, and they follow the changes that the individual made. If you have many papers piled in your cabinet, the DMS software helps you scan and store the materials electronically thus minimizing papers in your office.

Part 4The Best Document Management Software

what is document management software

PDFelement for Business offers the most affordable solution to your document management software. The tool helps you manage your documents through various options. It equips your employees with the best tools to create, modify and manage PDFs.

  • It helps you to transform scanned PDFS into fully searchable, editable and selectable documents. The OCR technology supports over 20 languages thus helping you recognize texts and images in a document written in different languages.
  • It converts PDF files into different document formats such as Word, Excel, and PowerPoint such that you do not need to recreate the documents.
  • It also supports the modification of documents by offering markup and annotation tools such as comments, sticky notes, highlights, and stamps.
  • It helps simplify document collection by merging different files into one PDF.
  • It also supports the implementation of encrypted protections to restrict people from changing or copying the content. You can also remove sensitive texts and images from the file to ensure document confidentiality.
  • You can create and manage digital signatures to approve and sign your documents electronically.

Part 5The Best Document Management System

what are document management systems

FileHold is a document management system that provides self-hosted and cloud-based management systems. FileHold offers a file structure that consists of a cabinet, drawer, folder and sub holder just like the one used in Windows Explorer. Its homepage can be customized with quick links for practices such as adding files or checking documents out.

To enter files into the system, you simply have to drag and drop them from a computer, scan them or use the integration of the Microsoft Office to add Excel, Word, and PowerPoint files with a single click. To locate the files, you search them by entering keyword or phrases just the way you would in a Google search. You can also find them by looking for particular metadata attributes. The system has all features needed by any business including workflow capabilities, numerous collaboration tools, and electronic signature options. The system also lets the administrator assign 11 different security roles to restrict file access to the employees. It is the best for companies that need a self-hosted system and use Windows on their computers.

Wondershare Editor

Posted by to Document Management | Follow @AudreySGoodwin
Published: Dec 09,2016 17:36 pm / Updated: Jul 06,2017 14:38 pm

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