Your Complete Guide to Implementing A Document Management System (DMS)

A document management system lets you collect, process, and store your business information on a single platform. You can convert paper documents into electronic data, while importing digital documents as they arrive. From there, users can retrieve stored documents from any location, at any time.

Traditional solutions include an imaging component (to capture documents) and a search component (to retrieve information by keyword.) More comprehensive content systems also include features for automated data sharing, mobile access, and collaboration.

Do You Need Document Management Software?

Document management solutions are typically designed for the enterprise. Larger companies process a higher volume of documents and have more complicated workflows. (They’re also more likely to have their individual business units spread out across different locations.) In these situations, it can be particularly efficient to store and process data on a shared platform.

Smaller companies can also benefit, although simpler solutions can also meet their needs.  For instance, instead of investing in a full-featured document management system, it may be more cost-effective for small businesses to store their files on a shared network drive.

Electronic document management has a place in almost any industry, although the solutions are especially common in manufacturing, distributing, and construction. (The continual flow of invoices, purchase orders, contracts, and shipping notifications can be a challenge to track.) Ultimately though, any business that deals with a high volume of paperwork – from insurance to healthcare – can benefit from a strategic solution.

Choosing a Document Management System