Document Management System (DMS): Secure Document Storage & Collaboration

A document management system (DMS) is a software solution that helps organizations store, manage, and track electronic documents and images of paper-based information. It enables users to create, capture, index, retrieve, and manage digital documents in a secure and centralized repository.

DMS systems typically include features such as version control, document indexing, search and retrieval capabilities, and workflow automation. They are designed to improve efficiency, collaboration, and compliance by providing a centralized location for storing and managing documents, ensuring that the right people have access to the right information at the right time.

Features

Easy Storage

A DMS helps organizations store documents in one place, making it simple to organize and find them.

Quick Retrieval

A DMS software enables assigning of metadata to documents for easy storage and retrieval.

Approval Process

It's easy to send documents for approval and get them reviewed by others.

Security

Keeps documents safe with strict access controls, ensuring only authorized people can see them.

Easy search and retrieval

You can easily search for documents using keywords.

Disaster Protection

DMS protects documents from being lost or damaged in disasters.

Tracking Changes

It tracks changes made to documents and who made them, ensuring transparency and accountability.

Benefits of Implementing a Document Management System

Access Control

Share documents, folders, sections or even the whole account with different permissions (Previewer, Viewer, Upload-only) to anyone you like.

Powerful Search With OCR

Our cloud-based document management system includes a robust live-search feature that enables you to search documents not just by file name and metadata, such as keywords, but also by the files' actual content, owing to optical character recognition (OCR) technology. Document images and scans, as well as PDF and Docx files, are now fully searchable!

Approval Workflow & Automated Retention

Does an invoice, vacation application or another document need to be approved by one or several people before the next step? Not a problem! Invite people to approve and add their comments. In fixed order or all at once. It's never been easier to get and track approvals! Learn more about Approval Workflow!

Document Numbering, Notifications & Audit Trails

Use automated document tagging based on the defined schemes. You may decide how frequently to set up and get automatic notifications for changes in documents or folders. While an audit is being conducted, every user's action is recorded for accountability.

Custom Metadata & File Linking

Add tags, notes, date and due date to help organise your documents. You can also link files to create relations between documents in different folder structures.

File Versions

You can upload a new version of a document and preserve the existing metadata and all earlier versions of the file -- which are always easily recoverable with just one click!

Reminders

Whenever you need a notification at a certain date and time, just set up a reminder! You can add as many reminders as you like and choose a different e-mail address for notification on each of them.

Import Documents Over E-mail

Every folder has a dedicated e-mail address. Just send/forward an e-mail to that address and the attached file will end up in chosen folder with sender, subject and content info intact. It couldn't be any simpler, and it's perfect to store documents on the go or for sending them into your DMS from a scanner.

Mobile Friendly DMS

Your documents in the online document management system are accessible to you from every PC, Mac, tablet or smartphone with an internet connection. All over the world.

Safe & Secure

In the DMS, your document will remain safe and secure.