The Benefits of a Document Management System
A Document Management System (DMS) can be seen as a set of standardized practices that:
Control the creation and authentication of documents
Exercise version control where multiple versions of a document are maintained
Manage storage of documents in a way that facilitates convenient retrieval of a particular document when needed
Ensure security and safety of documents with the dual objectives of preventing unauthorized access to documents and allowing recovery from physical damage or loss of documents
Creates the policy for archiving old documents and disposing them at the end of their life
The DMS can be manual or electronic, though the latter has such overwhelming advantages that wherever the investment is justified, an electronic document management system (EDMS) should be installed in full or part.
What Benefits can be expected from a DMS?
Convenient Retrieval: Documents are stored with the objective of retrieving them later whenever needed. These needs can be transactional, research, legal, or similar. Retrieving a particular document from the typically large volume of business documents can be difficult or even impossible unless a sound DMS is in place. Convenient and quick retrieval is a key objective of installing a DMS.
Version Control: Where different versions of a document need to be maintained (as in the case of product specifications) it’s essential to clearly identify the latest version, including the sequence of all the different versions in existence. A good DMS can eliminate the chaos that can otherwise result when attempting to locate a particular version.
Improving Workflow: Business processes typically involve movement of documents from the company to third parties, from department to department inside the company, and from person to person in a department. Several persons with different roles (such as creation, review, approval, and dispatch) will have to reference the document before it completes its intended purpose. Well-planned
Control the creation and authentication of documents
Exercise version control where multiple versions of a document are maintained
Manage storage of documents in a way that facilitates convenient retrieval of a particular document when needed
Ensure security and safety of documents with the dual objectives of preventing unauthorized access to documents and allowing recovery from physical damage or loss of documents
Creates the policy for archiving old documents and disposing them at the end of their life
The DMS can be manual or electronic, though the latter has such overwhelming advantages that wherever the investment is justified, an electronic document management system (EDMS) should be installed in full or part.
What Benefits can be expected from a DMS?
Convenient Retrieval: Documents are stored with the objective of retrieving them later whenever needed. These needs can be transactional, research, legal, or similar. Retrieving a particular document from the typically large volume of business documents can be difficult or even impossible unless a sound DMS is in place. Convenient and quick retrieval is a key objective of installing a DMS.
Version Control: Where different versions of a document need to be maintained (as in the case of product specifications) it’s essential to clearly identify the latest version, including the sequence of all the different versions in existence. A good DMS can eliminate the chaos that can otherwise result when attempting to locate a particular version.
Improving Workflow: Business processes typically involve movement of documents from the company to third parties, from department to department inside the company, and from person to person in a department. Several persons with different roles (such as creation, review, approval, and dispatch) will have to reference the document before it completes its intended purpose. Well-planned