What is a DMS?

Often, in organizations with a lot of unstructured information, the very quality of this information is vital. Unstructured information leads to a situation where information is incomplete or untraceable, or consists of duplicate or outdated versions. As a result, staff spend a lot of time determining whether information is reliable. This leads to loss of time, efficiency, quality and an increase in security risks.

Document management (or Document Control) has become an increasingly important topic for organizations over the years, contributing to increasing the quality of information by further digitization and automation of dhe business operations. A Document Management System or DMS is software that helps personnel adequately store, access, manage and archive information. In this article goate Thomas in on what a DMS is and how it can be deployed.

What is a Document Management System?

A DMS is a piece of software or an online platform that allows documentation to be stored in an orderly fashion. As a result the right information can be found quickly, making searching for the latest versions of documents in your mailbox or (physical) archives is a thing of the past. Basically, a DMS ensures that the right person has the right information at the right time..

Key features of a DMS

A DMS goes far beyond merely digitizing and archiving of information as is often thought. A DMS contains additional functionalities such as:

• Thanks to real-time collaboration and sharing always the latest version of documentation.

• Classifying documents based on user-defined search terms.
• Advanced search in various ways beyond name and date.
• Automatically get the right information/documentation to the right person through workflows.
• Security options, access management by person or function to comply with quality marks such as ISO certification but also to AVG.

How do I select a DMS that best suits my organization?

Picking an appropriate DMS can be an overwhelming task and is highly dependent on the features/functionalities diwhich the organization thinks it needs. Nevertheless, a suitable solution can be found for every organization can be found. The Ditio Business Consultants, who specialize in document and information management, are gladly take up this challenge with you to select (and implement) the most suitable DMS for you. implement) and ensure together with you, for the successful management of information and documentation.

In addition to independent DMS advice, through the Ditio DMS we also offer a system that connects to existing SharePoint and Office365 environments. This makes the Ditio DMS an excellent solution for SMEs that want to take the next step towards automation by making processes controlled, visible and more secure.