Document Management Systems
Document Management Systems TrustMap
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What are Document Management Systems?
Document Management Systems (DMS) provide enterprises with the capability to digitally capture and convert documents and files. Features of document management software may also extend to document storage, search and retrieval, and sharing. DMS reduces enterprise dependence upon space-consuming document printing hardware, printed paper, and file drawers.
Document management systems share featural overlap with Enterprise Content Management (ECM) or Digital Asset Management (DAM) platforms. However, document capture and manipulation is central to document management. This includes imaging, file type conversion, versioning, and metadata management, with document editing and access controls. An alternate approach to document management is to include templated document generation as a feature. This way paper document generation and sharing is not needed to begin with. These DMS often provide contract lifecycle management, and electronic signature as well.
Features of Document Management Systems
Document management systems provide the following feature set:
Imaging, mobile image capture
File type conversion
Document sharing & collaboration
Automated backup, archiving (i.e. integration)
Document publishing, public sharing
Policy-driven access and controls
Graphic-based object editing, manipulation
.pdf editing, fields
Customizable search, content location
Templates, electronic document builder
Document Management Systems Comparison
To more easily compare Document Management Systems consider evaluating different options based on these factors:
More feature complete document management systems are generally offered on a cloud-based, software-as-a-service model and are available by subscription. 30-day free trials of document management systems are common. The most common pricing variable is the number of licensed users. Plans may also be priced according to the volume of contracts processed and managed. Some vendors offer perpetual licensing for simple document management products (e.g. .pdf editors, converters, etc). Also, ECM vendors may supply all the features required for document management as modules for their platforms.
Concord is a way to create, collaborate on, sign, and store agreements; designed to be the only tool needed for contracts, so users can spend less time juggling between applications, editors, and e-signature tools.The vendor states over 500,000+ companies use Concord with their contracts.…
eFileCabinet aims to help businesses reduce their dependency on paper and enable them to manage all files and paperwork electronically. The vendor says they help their customers set up document management systems that are fully compliant with all FINRA, HIPAA, SEC and NASD regulations.…
Vasion (formerly MaxxVault) is a document management solution now from PrinterLogic (acquired November 2019) designed to enable organizations to digitize content and automate workflows to drive compliance, scalability, and accountability. The SaaS platform aims to give users a seamless…
12d Synergy is document management and project collaboration software for architectural, engineering and construction offices. 12d Synergy manages the thousands of emails, documents, tasks and gigabytes of geospatial & CAD data surrounding built environment projects. The vendor…
SmartSearch is a content management system that is offered as both a departmental and enterprise class document management solution that is designed to allow organizations to easily scale to their document management software needs.The vendor says that the flexible nature of SmartSearch…
SalesHandy is a web based sales enablement solution used to share files, track emails, centralize document management and engage with leads. The software is best suited for small and medium sized businesses but also targets enterprise units. It helps sales teams reduce the sales…
Foxit PDF SDK offers high performance pdf libraries to help developers build pdf technology.According to the vendor, key features include:Render PDFs: High performance PDF libraries to render PDF pages, page objects, annotations, and forms the way they were intended to be viewed:…
FileHold is a document management software. It is feature rich, enterprise-grade and affordable. The standard offering includes versioning, file search, tagging, and tracking. A fully documented web services API is included at no charge. With the API, users can search the FileHold…
Workshare’s platform is designed to empower professionals to compare, protect and share their high stakes documents on any device. According to the vendor, content owners can accurately track and compare amendments made by all contributors. This product aims to help businesses have…
An ECM solution for streamlining the digital transformation process in a manner that the vendor states is efficient, cost effective, and user-friendly. Dokmee is presented as a secure, easy to use enterprise content management system designed for a variety of purpose including document…
Frequently Asked Questions
Version control enables simultaneous work within a single document. Users may edit files then choose how to share those changes. Thus, temporary or partial edits are not damaging to a document's overall integrity. Leveraging version control allows access to files independently from particular hardware, so work can all be integrated into the version history regardless of the source or user involved. In most cases, edits to files can be combined.
If users make conflicting edits to the same line in a file, the version control system requests human assistance for a final decision. A clear advantage of version control is accessing a view to the historical development of documents, which effectively is insurance against computer crashes or data loss. Mistakes can be rolled back, bug reports can be reproduced, and audits of alterations can be executed.
This type of specialist is employed for supervision of workflows related to documents and records. Some of their responsibilities may include creating new policies and procedures that deal with document storage, sharing, and destruction. They may evaluate existing management procedures in order to assess how effective they are, then update accordingly, or perhaps even starting from scratch on new systems.
These professionals need to be knowledgeable about laws regarding document management to ensure an organization is in compliance. They act as support for problems as they arise in DMS implementation, and may be involved in troubleshooting user issues. As such, software and computing literacy is desirable. It is important for specialists to have a strong organizational ability, analytical thinking skills, sharp writing and reading comprehension, a knack for problem-solving, and a solid foundation for interpersonal communication. Some of these professionals may also take on management roles, in which case administrative abilities would benefit.