A document management system, (DMS) often referred to as a File Management System, aids you to manage the storage/retrieval /approval/versioning of your business documents. A document is defined as data, stored on paper, as a scanned image, or electronically, that may be subject to revision. Document Management applies specifically to the management of commercial documents and images throughout their life span. Sometimes documents are stored for years and frequently they can be deleted after a short time frame. Find a DMS that is customizable to your specific requirements, is easy to use and affordable. As long as there are multiple Document Management Systems available today, you will have to make sure they have the features that are unique to your requirements. To help you decide what to look for in a document management system, you can create your search by looking for some of the qualities listed below.

Since most people today are using Microsoft Word, look for a DMS that is based on a similar environment. It will be much simpler to learn and to navigate.

A number of Document Management Systems are only accessible by an authorized personnel, and this is a “must” feature. Can you picture if 10 people were allowed to manipulate company data? Does nightmare ring a bell?
Find a web based DMS that possesses a “document search” feature that allows you to search online to find, retrieve and revise your files in real-time.
Conditional on how many times you will require to manipulate your data, you may discover that a DMS that uses a “pay-per-use” methodology is good for you. For most software, this pricing model will be your most cost effective.
A DMS should allow users to edit existing documents that are in the system or make new documents.

If using a web based DMS, find a company that uses powerful servers that can store all your data in a secure environment so only authenticated individuals have access to the information.

Administrators will need to have the ability to set the user-level access on a per-user level.

A DMS must be able to keep track of all the versions of a document and time stamp the history of any changes that are made.

Significant features of a DMS is the ability to associate (link) documents to a certain page/pages within a website and to be able to delete single or multiple content records, i.e. HTML, PDF, Image and Text.

The document management system, astonishingly not used by most companies yet, are fast becoming an crucial component of a company’s emergency or disaster planning efforts. Weather can cause any one of a number of disasters such as floods, fires or electrical failures that can wipe out any business papers that are not protected by a DMS. Try to imagine if a fire destroyed absolutely all of your business documents. Even back up tapes can burn up, but using a web based DMS will eliminate that obstacle to continuing with your business.

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