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What is Document Management System?

By Hlimkaltin Subscribe to RSS | July 21st 2012 | Views:

Document Management is the idea of efficiently managing the files in an effective way in such a way that they can be located easily. Efficiently doing this task will also enable organizations to track the changes if any made to the documents and can also restrict its viewing only for some people. It also involves granting only some people to make changes in them. In the past, documents were hand-written or typed with the help of typewriters and they were stored in places, where only authorized people can enter (i.e.) only authorized people will be having the keys for the rooms in which they are stored. This method is still followed in some organizations, but generally it is combined with some form of Document Management System shortly called as DMS. Initially, they were called as Electronic Document Management Systems.

Nowadays, there are document control software programs for this purpose for effectively managing the files in their system and there are also online document management systems offered by some organizations. When it comes to selection of such a system, it is better to make sure that they possess some of the features mentioned below:

The online document management system should enable the users with unlimited storage of files. It should offer an easy to use interface and it should also ensure restricted access to folders and files. Above all, it is better to select an application that is affordably priced. Another feature to be looked upon is whether version tracking facility is offered by the online application in such a way that authorized users can ensure whether any changes has been made previously by any of the authorized users. Above all, it is essential that the users should be offered with the facility of either publishing or rejecting of files.

One of the best facilities offered by the best document control software is that organizations using them are offered with the automated notifications as and when any changes are made in the workflow. Even some of them offer inbuilt full search capability with the help of which users can search within the text of a word or pdf file stored by them.

Therefore, document management systems are highly essential for businesses that deal with a wide range of files on day to day basis so as to enable the access only for some of their authorized staff so that crucial business data are not lost.

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Hlimkaltin - About Author:
Magnifiertechnologies is a fully hosted online document control software solution using proven and secure technologies. This allows for easy and rapid deployment without having to install any software on your computer. For more details on electronic document management system and business document storage, please visit our website.

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