Document or content management systems (DMS) are separate cloud-based systems that specifically manage electronic data and records. DMS systems are not only for large companies. Even in smaller offices, DMS systems can effectively help organizations file, store, search and collaborate on documents that need modification and/ or tracking. Although organizing the shared drive with an electronic file hierarchy structure and establishing clear guidelines is valuable, it does require more work to manage and maintain versus having data stored in a document/ content management system.
DMS systems have more robust functions of input, storage, search, and access of data than the mere file management tools that come on computers such as Windows Explorer. DMS systems allow users to find data not only through a file hierarchy structure. These systems have additional information related to a document such as keywords, categorization, and indexing, all of which make searching and finding data much easier. It also compresses data so that it has the ability to store significant numbers of documents in a smaller amount of space, increasing server efficiency. DMS systems also have auto-archive and auto-delete functions that make adhering to record retention and compliance guidelines instantaneous.
A common file repository in a document/content management system is an opportunity to create a consistent records management system that will provide the following benefits;
- Create ease and simplicity for users to have one centralized system to manage official records and documents.
- Improve accessibility permissions and ease of filing electronic documents and records through one centralized system that is cloud-based and accessible via mobile devices.
- Documents and records are automatically indexed and increased searching functionality will be available.
- Easier access to shared information and documents within the entire organization.
- Easier management of records retention through increased system functionality and centralized data location to manage data.
- Easier access to collaborate on documents, manage version control and access important information quickly through one centralized access point.
- Lays the foundation for a paperless office by reducing official paper files and increase reliance and trust on one centralized electronic system.
It is important to organize documents on the Shared Drive before being uploaded to a document management system. To learn how to organize electronic files on the shared drive, download the report How to Organize Electronic Documents on Shared Drive Networks. Or you are welcome to contact us and we can assist you.