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What is DMS (Document Management System?) Definition and examples

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Bizportals Solutions
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With the advancement in technology, growth-seeking organizations need to choose automation. An initial step to this is a document management system. It is a digital platform to centralize all the documents across multiple teams, campuses, and offices.  


So, do you know what exactly a document management system is? Read out further to know about document management system. 


What is a Document Management System? 


A document management system automates and streamlines all the documents and files of an organization in a paper-free and digitalized form. It stores, manages, organizes, and captures the entire documentation making it easier to tag, approve, and complete tasks in an efficient way. 


Here are a few of the best examples of document management system: 


Collaboration Tools  - With collaboration tools, it is easier for members of an organization to work on specific documents together. It provides instant and easy access with a view of who is working on sections of documents, along with clear and defined approval structures, and notifications when specifics are updating and making changes to the document.  


Project Management   - There are several projects on which organizations need to work upon. A document management system easily connects project managers, team members, and employees with a centralized repository platform to store, manage and work on all the relevant documents as and when needed.  


Navigation and Control  - With an up-to-date document management system, organizations get the opportunity to organize digital documents into folders and subfolders along with easy navigation and controls for sharing, searching, and retrieval. It allows employees to work from various locations to create, collaborate, share, and search documents conveniently.  


Access and Permissions  - There is always a hierarchical pattern in organizations, so it is not important to provide editing and controlling rights to everyone. With SharePoint for document management system, it is possible to provide editing and ownership rights to specific managers, team members, and employees. Along with this, individuals can still view the documents having viewing rights and not the access to edit or share.  


What’s Next! 


There are a lot more examples, use cases, and functionalities of a document management system that can help organizations in automating and streamlining all the routine tasks in an organization. So, it is high time for growth-seeking and success-oriented organizations to adopt SharePoint for document management systems.  

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