Glossary
Definition: document management system (DMS)
What is a DMS?
A Document Management System (DMS) is a central repository in the cloud for various files. It helps companies digitize, store and organize (paper) documents.
How does a DMS work?
Many companies work with an enormous amount of (paper) documents, which are often stored in different places. The result: information is not always easy to find and you quickly lose the overview. Where is that one document stored? What is the latest version of it? And has this document already been shared with the stakeholder? All these questions can be resolved by means of DMS software.
With a DMS solution, you manage the communication and information flows within your organization. All data and documents that were previously in a filing cabinet are now digitally stored in one database. This way, departments can communicate with each other consistently and everyone is up to date with the latest version. In addition, needs always and everywhere have access to the right documents, by copyright. So with a Document Management System, you as a company have complete control over your documents.
The benefits of Document Management Systems
Organizations that organize their processes smartly save considerable time by working efficiently. No more time-consuming searches for the right information, no more waiting for others and sharing information at the push of a button. With DMS software you bring structure to your communication and thanks to the well-equipped search functionalities at your disposal, you have insight into your documents in no time.
Employees can access the same information in real time and collaborate on a document simultaneously. This especially benefits companies that work on a project basis, such as marketing and media agencies. Using automated workflows, tasks can be deployed on time and everyone has insight into who needs to perform an action and when. So the management system streamlines the processes in your company and makes collaboration more efficient and easier.
In addition, files stored in a DMS are generally more secure than documents stored in a physical location. Physical documents can always be damaged or lost. With a DMS system, you prevent this from happening. Moreover, files in the cloud are often much better protected against theft and data breaches.
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