What is a DMS and How does it Work?

In today’s digital age, we rely heavily on storage apps like Dropbox, Google Drive, and OneDrive to keep our personal data organized and backed up. These platforms are fantastic for personal use, allowing us to store everything from photos to work documents. But what happens when you start using these tools for more complex needs, such as managing business documents and client data? While these general storage solutions are great for personal organization, they can quickly become overwhelming when dealing with large volumes of diverse files. This is where a Document Management System (DMS) comes into play, but what exactly is a DMS?

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What is a DMS?

A DMS is designed specifically to handle the complexities of business document management. It offers robust features that make organizing, retrieving, and managing your documents simpler and more efficient. If you’ve found yourself struggling with the limitations of traditional storage solutions, a DMS might be the game-changing tool you need to manage your documents.

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Key Features

Storage:

• Cloud Storage: Cloud storage offers accessibility from any location. With powerful cloud storage, businesses can easily access, edit, share, and upload documents, all while enjoying automatic saving and real-time updates. This means your important data will be available whenever you need it. ‍
• Organization Templates: Unlike standard storage platforms, a DMS offers pre-configured, customizable templates to simplify your organization process. These templates can be adjusted by categories, years, projects, clients, and more, making document management easier and more personalized.

Security:

• Detailed audit trials: This software includes a detailed audit trail, providing you with comprehensive information on all activities related to your stored data such as who is using, downloading, editing and viewing your files. ‍
• Access Control: With a DMS, you can manage your business more effectively by controlling employee access to sensitive information. This system allows you to grant access only to the information that is necessary for their roles, ensuring both your data and your clients’ information remain protected. ‍

• Track Documents: A DMS provides visibility into all actions taken with your data, offering a detailed overview that surpasses traditional security measures.

Collaboration:

• Robust Collaboration Tool: Work with your team on the same document simultaneously. You can suggest changes, add notes, and make updates in real time, all without needing to be in the same location. ‍
• Sharing Portal: Share your documents from your DMS with teammates and clients while easily requesting the information you need—all in one place.

Workflow:

• Document Manipulation: Share, split, merge, and sign documents with just a few clicks, easy and simple. ‍
• Automatization: Save time and improve efficiency by automating reminders, emails, folders, naming conventions, and data import allowing your business to operate more smoothly.

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How to know when you need a DMS?

It can be tough to know when it’s time for a change, especially as your business expands and the volume of responsibilities, documentation, and tasks grows. Here are the key signs that you need a Document Management System.

1. Time: You’re spending a significant amount of time searching for documents. ‍
2. Organization: It's challenging to organize information and keep track of important data. ‍
3. Security: You’re using unsecured methods, like WhatsApp or conventional phone messages, for sharing crucial information. ‍
4. Money: You’re paying for multiple licenses to edit documents. ‍
5. Tracking: You can’t effectively monitor workplace activities related to your data. ‍
6. Low Efficiency: You frequently have to recreate documents due to disorganization.

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Use a DMS to Organize your Business

Using a Document Management System (DMS) for your business can significantly help productivity and reduce stress. A DMS is not just about storage—it’s about protection, efficiency, and cost savings. It helps you save time, reduce expenses, and minimize worries, all essential for successful businesses.

When choosing a Document Management System (DMS), it’s important to find one that meets your specific business needs. Many systems are available out there to help optimize your organization. Edi, for example, is a DMS solution and an all-in-one platform designed to maximize your business efficiency. If you think Edi might be the right fit for you, or if you’d like more information, feel free to mail to: [email protected] or call 787-287-2777. Let’s partner to create a more organized and efficient business environment.

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