Document Management System Software | OpenKM (2024)

FAQs

How does document management software work? ›

Document management software is an electronic cabinet that can be used to organize all paper and digital files. The software helps the businesses to combine paper to digital files and store it into a single hub after it is scanned and digital formats get imported.

DocuWare is a comprehensive document management system designed to help businesses manage and organize their digital documents. This system allows for processes like scanning, archiving, filing, searching, and retrieving documents to be automated with ease.

Put simply, a document management system is an automated business software solution used to organize, secure, store, capture, digitize, and tag business files.

Making relevant data easily accessible allows companies to take decisions faster so that they can stay ahead of the competition or make an informed decision. Records management software makes useful data accessible and disposes off unwanted data, so that relevant data can be accessed faster.

Document management systems have five basic components:

Desktop, web and mobile apps that make documents easy to locate and edit. Folder structures to organize, store and archive documents. Workflow functionality that automates tedious manual processes like filing and approval.

Document management is the process of creating, storing, organizing, and sharing documents in a digital format. It is an essential skill for office administrators who need to handle various types of documents, such as contracts, invoices, reports, memos, and forms.

However, legal departments can effectively manage contracts, legal agreements, court filings, and other sensitive documents with a DMS. They can also efficiently manage contract versions and collaborate on legal documents while maintaining document confidentiality.

Document management software provides version control, enabling team members to know what the latest version of the document is. Being able to easily track the progress of a document and ensuring you are always working with the most recent version goes a long way to improving efficiency and productivity in business.

Do I need a document management system? ›

If your business requires a lot of paperwork and internal collaboration, you need a document management system. Sound file management software will help organize your process, make your employees more productive, and reduce operating costs.

The five core phases that make up the records life cycle are creation, maintenance and use, final disposition, storage, and security.

Embarking on the journey of implementing a DMS begins with a comprehensive understanding of your organization's document management needs. Conduct a thorough analysis of your current processes, document types, and challenges. Engage key stakeholders to gather insights into user preferences and requirements.

Microsoft Office 365 provides various software solutions such as SharePoint, Microsoft Dynamics and OneDrive for document management that have unique perks based on their application and your needs.

Additionally, Google Workspace has the following features for document management: File storage. Google Drive includes plenty of cloud storage with a powerful search for all of your documents and files. Access permissions.

What is document management vs document control? Document management is about storing, sharing, and tracking documents to improve the efficiency of your operations. But document control is about marshalling the flow of knowledge and data in your organisation.