- Document management systems are software-based computer programs that can be customized to meet the needs of any type of business. There are hundreds of document management programs on the market. The cost of each system is determined by the number of included features; the price can range from less than a hundred dollars for the most basic system to several thousand dollars for a system featuring localized or Web-based networking capabilities.
- A document management system functions as an organized, high-security method for creating, sharing, storing and retrieving electronic documents. With such a system, all administrative documents and executive tasks are created, shared by permission, stored and then retrieved by all users along a local or Web-based network. Businesses can choose to implement a document management system by packing up existing paper files and starting from scratch electronically or by scanning the existing documents directly into the system to be tagged for electronic retrieval.
- The typical and preferred document management system features include a built-in scanning interface, a management and storage option for creating virtual file cabinets, abilities for integrating with older Microsoft Office documents, easy file conversion capabilities when sharing documents within different applications, full-text indexing to ensure easy retrieval when searching by document content only, multilayered data security with user permissions and the option of repository exporting that will export data to a specified place outside the system in emergencies.
- A document management system offers many benefits. By reducing paper piles and eliminating filing cabinets, a business instantly reclaims office space and reduces costly administrative filing tasks. User permissions can be set for each document to ensure the safe sharing of proprietary information among individuals and between collaborating departments. A document management system will tag, categorize and index all items for easy retrieval, eliminating the enormous costs of time spent searching for misplaced file folders.
- In order to be fully functional, a document management system program may require a specific operating system or additional hardware such as a server or scanner. A small business concerned with cutting costs might find it counterproductive to buy a system loaded with impractical features and system requirements. A company expecting to expand might consider purchasing a full-featured document management system that will grow with the business. For older companies hoping for a smooth transition away from old habits, ease of use and user-friendly features would be the major considerations. If secure data sharing is a priority, a business might consider a system that provides multiple levels of password-protected access for groups and individuals within departments.
