Document management systems have taken the fast track in this digital age and turned to virtual systems. This not only saves up time and removes any fear of losing a single hard copy of important documents, but is also great for the environment. These systems are much more cost-effective as well as it is a productive manner of keeping documentation in order. Before getting into the types of document management systems and how they work, the first question is, what is DMS system?
Understanding Document Management Systems
Document management systems are otherwise known as electronic/digital document management systems. These systems, with the help of computer programs, manage, track and store our documents in the order we prescribe. This process involves zero use of paper and is all performed digitally.
The process of the document management system is entirely automated therefore we can access and store data virtually for business or personal purposes. Cloud-based document management systems also help users have interconnected access to a set of documents. Multiple access to the same data means that it’ll be safer in different areas.
How Do Document Management Systems Work?
Document management systems generally work to accomplish three tasks: capturing, storing, and distributing documents. These documents can be accessed virtually from anywhere around the globe and can even be bookmarked for use at a later date. When we say that the document management systems capture documents, this is where scanned documents are kept safe. These scanned documents can be from any source such as our emails, captured from paper, and a myriad of other sources.
Cloud-based systems then help multiple users access the same scanned documents or any other type of document for that matter. Central storage with the help of the cloud-based system helps all the tagged parties to access the documents in question at any time. If the original owner of the documents gives virtual access, then the other members of the cloud can even edit documents over live consultation.
Cloud-based systems are a great way to ensure that the same copy of the document exists in the hands of multiple approved members at the same time. In case of any system failure or failure of one member to access their online cloud, they can always ask other members to retrieve a copy of the document.
Another key feature of the document management system is that we can find a particular document through certain keywords or phrases in them. This feature also helps us save time in skimming through hundreds of pages looking for a certain piece of information that we could just search for! Feel free to send the same copy of a document to multiple people with the help of email or via different cloud-based systems.
Types of Document Management Systems
There are a lot of different types and methods of document management systems. Some take place online while some can be accessed offline. The latest development to document management has been blockchain doc management. With the rise of users of the blockchain system, its user’s data and activity history is kept stored with the help of document management systems.
The five main conventional types of document management systems are as follows:
- Records Management Systems: These are helpful for companies and workplaces where there needs to be a long record of data in the system. These records management systems make chronological order of all records and make them easily accessible at any given time.
- Workflow Systems: These document management systems are helpful in keeping a record of data that comes in repetitive time intervals. With these systems, there remains coherence in the documents.
- Content Management Systems: These systems cater to a wider range of documents and digital media amongst a number of users. These systems organize and deliver the documents. Examples are WordPress, Joomla, etc.
- Enterprise Content ManagementSytems: These manage content based on the specific needs of a certain enterprise/company. The work history, contracts etc. are all taken into account.
- Document Imaging Systems: These systems help scan documents from their paper form into digital form for storage. Once these files are collected, the system keeps them stored.
It is quite evident that the scope of document management systems is going to be far and wide. With the rise of digital technologies, the use of paper and physical documentation has long vanished. The idea of keeping documents safe and sharing them amongst concerned parties has taken a digital form which is believed to be much safer and more convincing than on paper. The blockchain, companies, and even governments of states have all turned to document management systems. Keeping a record of documents on paper is a thing of the past and digital documentation is the way forward.