Document management is basically how a business creates, organizes, and stores its official paperwork and documentation. This may include important and confidential documents like ISO certifications, invoices, reports, etc. A document management system is software developed to do all this electronically.
Apart from storing files, an EDMS system will also take care of document scanning, tracking, monitoring and retrieving. Using this software, you’ll also be able to manage the level of security you require for each digitized document. This can be done by customizing the access permissions of each digital file.
Document management systems act as central hubs for all business documents in an enterprise. These are also often equipped with advanced features that help in scaling the system according to your business needs.
High quality document management systems are built to handle a high volume of documents and easily scan, digitize, and organize all of your company’s data and digital copies. With so many paper-based documents and files existing, digitizing by uploading or scanning these records is the solution for easier access, tracking these documents and cost savings when it comes to a business.
Another benefit of digitization is version control. When you have digital copies of your information, it is easy to use the EDMS to keep track of every copy and version of the document. Version control allows you to monitor any changes or revisions over time, and updates the version control status of a document so it is easy to know that you are seeing the most up-to-date version. Document version control helps organize the exchange of information between viewers, and ensures that you are editing or sharing the most recent and complete version. Best practices when it comes to version control include implementing a system for document naming and feedback as well as a way to compare and separate versions to keep documents from getting confused and your information organized.
