7 Characteristics of Ideal Document Management System - DMS

7 Characteristics of Ideal (DMS) Document Management System

DMS Document Management System

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What is DMSDocument Management System?

What is DMS - Document Management System?

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Document Management System

DMS is a system (based on computer programs in the case of the management of digital documents) used to track, manage and store documents.

This system should be capable of keeping a record of the various versions of the documents created and modified by different users (history tracking).





Document management softwaremakes it easy for businesses tocombine paper and digital files andstore them. File formats supported canrange from:

Word documents, Excel spreadsheets, PowerPoint presentations, PDF files, etc.

Document Management processes areessential to ensure statutory or regulatorycompliance, such as tax declarations,conformation to various standards, such asISO, FDA, etc.

Such requirements demand easy traceabilityof documents and audit trail of documentcreation, access, modification, approval andsubmission.






Document management is essential is all sectors: Commercial Businesses Banking Non-Banking Finance & Insurance Government & Non-Government Education Healthcare Research & Development Construction & Real Estate, etc.

Documents stored in a documentmanagement system such as procedures,work instructions, and policy statements—provide evidence of documents undercontrol.

Failing to comply could cause penalties, lossof business due to con-conformance ornon-compliance, or irreparable damage to abusiness's reputation.






Integrated document management comprises the technologies, tools, and methodsused to capture, manage, store, preserve, deliver and dispose of 'documents' acrossan enterprise.

In this context 'documents' are any of a myriad of information assets includingimages, office documents, graphics, and drawings as well as the new electronicobjects such as Web pages, email, instant messages, and video.

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Document Management SystemIs this how your DAILY MANAGEMETof DOCUMENTS looks like?




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7 Characteristics to look for in a Document Management System





Access to your organized documentsshould not be limited to a single device.It is important to ensure the software iscompatible with all devices includingdesktops, laptops, smartphones, andtablets. With modern technology, thereis no reason that applications areunavailable for any of these devices.

Cross-platform functionality

#1




The ability to scan documents into adatabase one at a time is an extremelydaunting task and a major waste oftime. When selecting a documentmanagement system, ensure thesoftware has the ability to queue upmultiple documents for scanning. Thiswill allow you to complete the taskquickly while still maintaining a highlevel of readability.

Document Scanning Capabilities

#2




An ideal document management systemcontains a powerful document searchengine that searches through documentcontent and gives you quick results andallows you to quickly retrievedocuments.

Powerful Search Features

#3

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The software interface should be simpleand easy to navigate. Not everyone istechnologically inclined, so the simplerthe software, the better.

Easy-To-Use Interface

#4




Look for a DMS solution that can beeasily understood by all employees tosave time and the money spent ontraining in the new system. Ideal DMSshould provide role based informationand alerts based on documents.

Increases productivity

#5




Security is one of the most criticalaspects of a document managementsystem. The ideal software will providea high level of documents encryptionand role based access. There should bea folder hierarchy and options for folderprivacy.Maximum

Security

#6




An ideal document management systemhas an inbuilt enterprise level BusinessProcess Management and WorkflowAutomation that automatically routesthe documents to their destination. Alsoit allows you to create your ownprocesses and manage them howeveryou like.

Model your own processes

#7

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ENTERPRISE LEVEL FEATURES

VIENNA Advantage DMS is an Enterprise level DMS

VIENNA Advantage DMS can be installed on premises, on your private cloud or on the Enterprise Cloud offeredby VIENNA Advantage. Its web based mobile client is light enough to run on mobile devices such as tablets andenables you to be in control of your documents from anywhere and still offering you're the full power.

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7 Characteristics of Ideal Document Management System - DMS

Technology

document management

document management

store documents

office documents

word documents

organized documents

context documents

daily managemetof documents