Tired of tedious email threads and searching your email attachments for documents? Do you know that 20% of employees’ time is spent on finding the documents they requBeing paperless is the goal of most companies, large or small, but taking full control of digital documents can be just as complicated as dealing with physical files. Luckily, in today’s digital world, DMS’s (Document Management Systems) are here to help us to store, share or manage our documents. Remember those good old offices with crowded and unorganized cabinets filled with loads of paper files? With a suitable document management system, now, you can say goodbye to all of that.

AN IDEAL DMS FEATURES

These are some of the most important document management features which can support your business and your staff to find, store, share documents easier:

Metadata

Do you have difficulty finding your digital files? With the help of metadata, you can add some extra properties such as the document type, status, and last edit date or let the system do this for you automatically.

Indexing

You’re looking for a file, but don’t remember its exact name? Indexing helps you keep track of your file by classifying it based on the documents’ metadata or even based on the content of the document and the words used in it.

Storage

Storage helps you with the management of the location and duration of storage and also the archival process and disposal of the documents within the DMS.

Retrieval

What if you want to get back a specific document? Getting back an electronic document can be complex. But with the help of DMS, you can find the file easier by using specific indexes, search keyword or even metadata.

Workflow

Workflow divides into two categories: manual and rules-based. In manual workflow, you view the file and then you decide whom to send it to. But in the rules-based one, you will need to follow the rules the administrator has created which trigger automatically.

Collaboration

The modern collaboration feature called co-authoring allows you and your colleagues to make changes to the same document at the same time. With the collaboration feature you will also be able to see which paragraph your colleague is working on and vice versa.

Versioning

Versioning saves and keeps all versions of files so that you can access them and not lose any piece of work.

Publishing

Does it take a lot of time to take manager approval for publishing documents? The publishing component involves the procedures of proofreading, peer or public reviewing, authorizing, etc.

What extra features does ECM provide?

ECM systems unlike DMS’s let you store all types of files including documents, web content, physical record, electronic record, images or even x-ray pictures, which is why ECM’s are often called super-sized DMS’s and are not fit for every business. They are designed for larger enterprises and usually consist of the four following components:

Use SharePoint Online as your Document Management System

All in all, an efficient DMS and ECM system can make better overall performance for several reasons. SharePoint for document management is usually high on the list of its features, and its main benefit is the flexibility of the solution and customisation options, based on your defined requirements. SharePoint online offers:

Metadata

Do you have difficulty finding your digital files? With the help of metadata, you can add some extra properties such as the document type, status, and last edit date or let the system do this for you automatically.

Indexing

You’re looking for a file, but don’t remember its exact name? Indexing helps you keep track of your file by classifying it based on the documents’ metadata or even based on the content of the document and the words used in it.

Storage

Storage helps you with the management of the location and duration of storage and also the archival process and disposal of the documents within the DMS.

Retrieval

What if you want to get back a specific document? Getting back an electronic document can be complex. But with the help of DMS, you can find the file easier by using specific indexes, search keyword or even metadata.

Workflow

Workflow divides into two categories: manual and rules-based. In manual workflow, you view the file and then you decide whom to send it to. But in the rules-based one, you will need to follow the rules the administrator has created which trigger automatically.

Collaboration

The modern collaboration feature called co-authoring allows you and your colleagues to make changes to the same document at the same time. With the collaboration feature you will also be able to see which paragraph your colleague is working on and vice versa.

Versioning

Versioning saves and keeps all versions of files so that you can access them and not lose any piece of work.

Publishing

Does it take a lot of time to take manager approval for publishing documents? The publishing component involves the procedures of proofreading, peer or public reviewing, authorizing, etc.

if you would like to know more or just have a chat give us a call, will we be more than happy to help.