It’s often referred to as document management systems, is a use of a system and application to store, manage & track the electronic documents & electronic images of the paper-based info captured by the use of scanners. It is how the company stores, tracks and manages its electronic documents.

The Document management system provides few of most basic functionality for content management, opulent controls & management capacities onto otherwise dumb the documents. It makes it so that when you’ve documents & need to use them, you are able to do so. Few key features in document management system include:

1)    Roll back, to activate the prior version in case of an error and premature release

2)    Check-in, check out &locking, to coordinate’ the simultaneous editing of the document so single individual’s changes don’t overwrite the other’s.

3)    The audit trail, to permit the rebuilt of who’d what to a document during the course of its life in a system

4)    Stamps and Annotation

Accomplishing a successful document management system project requires detailed planning & execution, while each project has its own unparalleled attributes, incorporating the best practices from the other successful projects provides the templates upon which to base your goals. Establishing the best practices for “electronic document management” is specifically challenging as customer needs & vendor solutions vary massively.

The aim of this document is to assist those involved in planning, acquisition, evaluation, and implementation activities, make the informed decisions so they can experience max end user adoption, organizational efficiency, & measurable return on investment.

Advantages of the document management system

1. Reduced Storage Space:  It helps to reduce the storage space from your workplace as you know commercial assets are much costlier than before and this will help to reduce the cost of it and the paper cost as well and help in go green environment and helps to improve the productivity.
2. Document and file repository: Cloud-based document management system to serve as a central reserve for all your vital documents that can subsequently be accessed, viewed, changed & shared with the colleagues. No more wasting the times upon times of a precious hour frantically looking by the stacks of the folders to find the single document.
3. Document and content security :When the documents aren’t managed, the possibility of vital info being exposed to the incorrect people is considerable. Important, sensitive info falling into the inaccurate hands can bring immutable damage to a business. In a case of disasters like flooding or fire, cloud-based document management system ensures your business important data are kept intact, not destroy out from a face of the earth.
4. Anywhere, anytime access : As is a case with the cloud-based app solutions, web-based document management system affords the user’s ability to access the files & documents anytime, anywhere, regardless of the device used, which is especially handy when collaborating on the projects with team folks who are on the go and located remotely.
5. Integration with the third party application : Software integration is a nifty potential that eliminates the redundant data input & allows the seamless info flow between disparate environments. Some document management system even supports the email integrations, affording you the capacity to directly send documents and files to the customers, colleagues, and vendor partners.
6. Better organization :With categories, tags, subcategories, & metadata to mark your documents and files, they become easier to manage, locate, & retrieve for future use. The search using an appropriate keyword can yield the outcomes in a matter of seconds.
7. File and document sharing : With a document management system, users get to share & collaborate on documents and files with folks, regardless of their locations. They manage who they share the documents with, & files can be shared via links, published on the web and sent as a passcode-protected documents to third party stakeholders.