Free Document Management Software Benefits of Paperless Office
What is DMS? Document Management Software (DMS) is software that manages documents already in digital format or digital images of paper documents. The main functions that DMS performs are scanning, storing, tracking, managing and retrieving, electronic documents. A key element of electronic document management systems is the history tracking feature, which allows the user to maintain a record of various versions of the documents, along with modification details. Documents stored using DMS enables an organization to keep their important documents such as work procedures and policy statements, under control and prevents tampering. Many organizations have used DMS as a replacement for their paper-filing cabinets, to create digital mailrooms, to enhance security in their documents, and to improve the sharing and collaboration of digital documents.
Features that every DMS must have Document Creation - Allows for the creation of electronic documents - sources could be scanners, email attachments, fax documents, or any other source of documents. Document Classification - Documents must be able to be classified by using customer-specific metadata Document Searching - Once documents are stored within an electronic document management system, they will need to be retrieved by using multiple methods such as folder browsing, using text searching and searching using meta-data. Document Viewing - One of the most important document management software tools should be a built-in viewer. Files in different formats like PDF and Word should be accessible.
Cont‌ Document Control - Different users should be able to edit and use the same document without overwriting each other's changes. Document Editing - Another important feature of DMS is the ability to edit the documents. Document Versioning - All changes made to the documents must be visible, and time-stamped. Document Sharing - Sharing of documents with both internal and external users must be easy. Document Security - The ability to lock documents to prevent tampering and adding other security to provide confidentiality is a must for Electronic Document Management Systems. Document Workflow - Simple workflow processes must be in place to automate many tasks related to documents.
Benefits of Going Paperless Reduce Clutter - Using document software management tools reduces office clutter with lots of files containing important papers Security and Ease of Use - Security and tracking provides peace of mind with regards to important documents, with the assurance that they cannot be modified or tampered with Limitless Storage - While office space is limited, using virtual document management solutions provides unlimited storage space for electronic documents
Free Document Management Software and the Importance of Integration There are many free document management software tools available for businesses to use. While many of these tools are great options for companies looking to leverage an economical option when it comes to managing their electronic documents, it is important to note that premium services are premium for a reason. When turning to DMS solutions, it is important to look for something that is right for your business and industry. If you are consistently working with confidential or more sensitive information, then choose your DMS wisely, as free systems can lack the security benefits that more premium platforms offer.
Conclusion Additionally, it important to note that when looking for free or premium DMS solutions you should always make sure that it integrates with your current software suite or else you risk data silos forming and documents can get mismanaged. To combat this it is imperative to seek the assistance of custom software developers to help optimize your system and integrate your solutions. Developers like Chetu, that specialize in virtual document management solutions, offer customization services that are integrated with a company's existing software, providing a satisfying and tailored experience for both SMB and enterprise systems that are proven to advance a company’s DMS efficiency.
Our Detail Chetu Inc Address: 10167 West Sunrise Blvd, Suite 200, Plantation, FL 33322 Voice : (954) 342-5676, Fax : (305) 832-5987 Email : sales@chetu.com Website : https://www.chetu.com/