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Document management systems.

Picture this: you’re working late on a team project. You need to locate an important document, but the person you’re collaborating with isn’t online and you have no idea where they saved the latest version. Sounds like you need a document management system (DMS).

Find out what a DMS is, how it works and why document management software could be useful for your business.

What you’ll learn.

What is a document management system (DMS)?

5 best types of document management systems.

The benefits of using a document management system.

What makes the best document managment system?

Frequently asked questions.

What is a document management system (DMS)?

A document management system – or DMS – is a system used to store, manage, share and track documents and files digitally. It works as a document repository, storing files in a shared location so anyone with access can locate, update and review documents easily and efficiently.

With the rise of flexible and hybrid working in many organisations, a secure document management process that uses the right software is more important than ever. This ensures your files are protected and enables teams to collaborate on projects from any location, on any device.

5 best types of document management systems.

There are various types of document management systems. Some of the best examples include:

Workflow management systems. Workflow management systems combine project management with document management solutions to keep track of tasks. Users can upload documents to the system and allocate them between team members as they pass through the workflow to completion.

Content management systems. Content Management Systems (CMS) enable users to create, update and manage content on a website without knowing how to code. The CMS is an application that whole teams can use to publish, edit and manage digital content, ranging from e-commerce pages to blogs.

Document imaging systems. Document imaging systems convert paper documents into digital formats so users can view them on a computer. This can be particularly useful for companies dealing with old documents from a pre-digital era or for uploading sketches, notes and other paper documents. This digital document management system means you can store and access files without the risk of the original paper versions getting lost or damaged.

Record management systems. A record management system combines both digital and hard copies of documents through the entire life cycle:

Creation
Identification
Receipt
Maintenance
Storage
Retrieval
Disposal

It’s primarily used for storing and managing transactional business activity, also known as records.

Enterprise content management systems. This type of document management system adds a timeline and process to each content item to ensure a smooth workflow, from creation to approval and distribution.

The benefits of using a document management system.

There are many advantages to implementing a file management system. For example, it can:

Help improve your workflow.

Document management systems help keep your workflow running smoothly. When everyone knows where to locate the documents they need and what the next steps are, projects are less likely to fall behind.

Minimises costs and storage space.

Keeping all your documents stored in one system can help to save money and storage space. Larger files can be zipped and compressed, ready for others to expand when needed.

Makes search and retrieval easier.

An efficient system saves effort as well as time, as everyone knows where to look for their documents and where to store them. It’s also much easier to search for a document by name rather than having to sift through folders to find it.

Provides enhanced security.

Restricting access to documents and folders ensures only the people who have permission can open and use them. Document control systems make your work more secure and reduce the risk of bad actors gaining access to restricted information.

Encourages collaboration.

When everyone understands how to use the document management workflow correctly, collaboration between hybrid teams is much easier. From locating a brief and amending work to working together on a pitch deck, it’s easier with a proper file management system in place.

What makes the best document management system?

Once you’re ready to implement a DMS, you’ll want to ensure that you have the following features covered:

Easy-to-use search functions.

Your document control system should have simple search functions that enable users to find what they’re looking for with ease.

Compatibility with different file types.

Whether your team are working in Microsoft Word or Adobe Acrobat, the best document management software will allow them to upload, edit and manage documents in a range of different formats. PDF, PNG, JPG, Word and others should be compatible.

With Adobe online tools, you can easily convert between different file types when you need to for free.

Customisable security features.

Security is a priority for any organisation. So, your document management system should have security features built in to keep your work safe and secure.

Features like setting permissions on folders, password protecting secure documents and two-factor authentication can ensure that your work is protected.

Document history and version control.

Collaborating on work while using document control systems can sometimes throw up issues or challenges. Things like files being saved over each other or multiple versions of documents being created are part and parcel of human error.

But with features like document history and version control, it’s easy to revert to an earlier version of a document and understand who has been involved in each project. It also encourages accountability if anything does go wrong.

Access permissions.

A good document management system should allow you to keep certain projects secure by limiting their permissions. Whether it’s a promotion review sheet restricted to higher management or a classified pitch deck for specified team members , access permissions ensure only the correct people can view or edit the files.

Ability to collaborate.

If you follow a hybrid work model, your document management solution should make collaboration easy. It should enable multiple people to work in the same document at once, track who has done what and allow users to add comments, tag colleagues and collate feedback and amends.

Integration with apps.

There are apps and plug-ins for just about everything, from checking grammar to managing timesheets. If your DMS software is compatible with a wide range of apps, syncing and streamlining your workflow is made even simpler.

Frequently asked questions.

What is an example of a document management system?

Adobe Acrobat is an example of a document management system. With document management features like editing text and images, combining files, exporting documents and organising pages, your team can use Acrobat to collaborate on projects and store documents safely and securely in the cloud.

What can a document management system do?

Document management systems enable companies to store files in a secure shared location. Anyone with access can locate, store, update and review documents easily. They enable more streamlined collaboration and prevent documents from being lost or misplaced.

What is the best software for document management?

While several document management systems perform well, Adobe Acrobat is easy to use and excels for PDF-centric workflows. From secure electronic signatures to editing, sharing, and collaboration, Acrobat integrates powerful tools into one platform.

Backed by Adobe Acrobat for business, it enables organisations to manage digital files efficiently, automate routine tasks, and maintain compliance with ease.H3: What are the steps for document management workflow?

You can tailor your document management workflow to suit the needs of your team, but most follow these steps: