Picture this: you’re working late on a team project. You need to locate an important document, but the person you’re collaborating with isn’t online and you have no idea where they saved the latest version. Sounds like you need a document management system (DMS).
If you want to learn about file management systems, you’ve come to the right place.
A document management system is a system used to store, manage, share and track documents and files digitally. DMS systems work as a document repository, storing files in a shared location so anyone with access can locate, update and review documents easily and efficiently.
As more organisations adapt to hybrid working, software for file management enables teams to collaborate on projects from any location and on any device.
There are various types of document management systems. These include:
It’s primarily used for storing and managing transactional business activity, also known a records.
There are many advantages to implementing a document management system, including:
File management systems help keep workflow running smoothly. When everyone knows where to locate the documents they need and what the next steps are, projects are less likely to fall behind.
Keeping all your documents stored in one system can help to save money and storage space. Larger files can be compressed, ready for others to expand when needed.
If everyone knows where to look for their documents and where to store them, you’ll save time and streamline processes. It’s also much easier to search for a document by name rather than having to sift through folders to find it.
Restricting access to documents and folders ensures only the people who have permission can open and use them. Document control systems make your work more secure and reduce the risk of bad actors gaining access to restricted information.
When everyone understands the process and where to find what they’re looking for, collaboration between hybrid teams is much easier. From locating a brief and checking and amending work to working together on a pitch deck, it’s easier with a proper file management system in place.
Once you’re ready to implement a DMS, you’ll want to ensure that you have the following features covered:
Your document control system should have simple search functions that enable users to find what they’re looking for with ease.
Whether your team are working in Microsoft Word or Adobe Acrobat, the best document management software will allow them to upload, edit and manage documents in a range of different formats. PDF, PNG, JPG, Word and others should be compatible.
With Adobe online tools, you can easily convert between different file types when you need to for free.
Security is of the utmost importance in any organisation. You need to keep your work safe and secure and your document filing systems should have security features built in. Features like setting permissions on folders, password protecting secure documents and two-factor authentication can ensure that your work is protected.
Collaborating on work while using document control systems can sometimes throw up issues. Things like files being saved over or multiple versions of documents being created are part and parcel of human error. But with features like document history and version control, it’s easy to revert to an earlier version of a document and understand who has been involved in projects. It also encourages accountability if anything does go wrong.
A good document management system should allow you to keep certain projects secure by limiting their permissions. Whether it’s a promotion review sheet restricted to higher management or a classified pitch deck only certain team members have signed Non-Disclosure Agreements for, access permissions enable collaboration without the worry that the wrong people might see.
With hybrid working now being the norm, your document management solution should make collaboration easy. It should enable multiple people to work in the same document at once, track who has done what and allow users to add comments, tag colleagues and collate feedback and amends.
There are apps and plug-ins for just about everything, from checking grammar to managing timesheets. If your DMS software is compatible with a wide range of apps, syncing and streamlining your workflow is made even simpler.
Adobe Acrobat is an example of a document management system. With document management features like editing text and images, combining files, exporting documents and organising pages, your team can use it to collaborate on projects and store documents safely and securely in the cloud.
Document management systems enable companies to store files in a secure shared location. Anyone with access can locate, store, update and review documents easily. They enable more streamlined collaboration and prevent documents from being lost or misplaced.
You can tailor your document management workflow to suit the needs of your team, but most follow these steps:
The Adobe Acrobat document management system has a proven track record of driving speed and efficiency. Find out more today.