From its creation to its destruction, you will no longer lose any trace of your documents by using collaboration software.Document management systems can be used for:
Efficiently manage documents with advanced features including organization, search, and sharing.
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A document management system is a web application that allows you to store all your company's files (invoices, payslips, purchase orders, technical documents, emails, videos, etc.) in a cloud and access them for viewing or editing.
Some popular document management systems include: FlyDoc, Kimios, Esker on Demand
Document management systems centralizes and organizes your digital files. Offered in SaaS mode, your employees connect to the tool from a Web browser (PC, Smartphone or tablet):
The administrator can manage the access rights of users and documents: read-only, modify, share, no access.
Some document management system includes cloud storage space. However, the software can interface with your managed NAS storage server.
First, you import all of the files of your company:
To simplify paper archiving, you can connect the tool to your scanner, photocopier, or digital copier.
The document manager supports:
To archive your documents correctly, you gradually structure a logical tree structure (by individual, project, team, function, etc.) and store your documents in the different folders and sub-folders. You can also find your files by entering keywords in the tool's search engine.
The computer tool recognizes documents in similar formats and indexes them automatically. For example, your invoices are stored in your "Invoice" folder.
The following functions are at the heart of document management:
Some documents require the use of the workflow engine to manage requests and rights. For example:
The administrator of the document or application is automatically notified of the request and can accept or reject it.
A shared document is automatically notified by email to its recipient. A file that is too large can be sent by e-mail as a downloadable link.
Some document management systems include a collaborative portal per project on which teams can exchange:
With the synchronization feature, you have a folder on your desktop that lists all the elements of your drive. You can view the documents and modify them if you have the right to do so.
Locally modified documents are automatically uploaded as a new version into your document manager and the workstation of your team members.
In offline mode, it will automatically synchronize when the connection is restored.
Document management system vendors offer different levels of security to ensure the integrity of your files:
Some solutions integrate the key functionalities of digital safes such as electronic signatures or digital archiving with probative value.
Dematerializing documents is a current trend that makes documents accessible and shareable. A very small business can be have a single folder on its hard drive, an office automation tool and an outsourced backup. However, accounting firms, local authorities, large businesses, etc. should use document management systems to manage their knowledge base.
This solution is usually installed by the IT department and then used by various departments to manage contracts, improve customer experience and relationships, etc.
The dematerialization of documents makes it possible to manage the life cycle of all files by eliminating laborious paper archiving. However, it has some disadvantages.
A document management system (DMS) software helps to manage, store, track, and organize electronic documents. It allows for easy access to documents from anywhere, at any time. A DMS software typically involves scanning, indexing, and storing digital documents in a central repository.
When looking for document management system software, ensure it has features such as document version control, access control, search and retrieval capabilities, and audit trails. Additionally, look for features like OCR (Optical Character Recognition), metadata management, and integration with other applications.
Document management system software can help your company in various ways. It can boost productivity by allowing for easy document retrieval and collaboration. It can also help reduce costs by reducing paper usage and improving workflow efficiency. Moreover, a DMS software can help ensure compliance with regulations and protect important documents from loss or damage.
Some of the best document management system software options in the market include SharePoint, Box, Dropbox, Google Drive, and DocuWare. Each of these options has its unique strengths and weaknesses, so it's important to choose software that fits your company's specific needs.
Some free document management system software alternatives you could try include OpenKM, LogicalDOC, and SeedDMS. While these options may not have all the features of paid software, they can still be useful for small businesses or personal use. It's important to evaluate the features and limitations of each option before making a choice.
