If you need to preserve important paper files, a document management system (DMS) provides reliable safekeeping. This electronic filing software stores, manages, and tracks all information transferred into the network. For businesses that receive and handle thousands of documents, the system delivers a trusted backup system. Here are a few features a standard DMS will offer your company.

4 Features Document Management Systems Offer

1. Instant Retrieval

When a specific file is needed for a vendor or customer, a DMS will provide immediate retrieval. Users can access the search function to locate a document by using keywords. Once the item is identified, businesses can quickly respond to questions or confirm dates and other information listed. 

2. Employee Central Access

Whether remotely or in the office, employees can use the document management system to look up stored files. A cloud-based network allows this flexible access. 

The DMS is typically set up to connect to both dynamic and static content. Emails, webpages, and other forms are considered dynamic files, while static content refers to internal documents such as purchase orders, company applications, and invoices. 

3. Security Controls

Protecting a company's private and confidential documents from unwanted external outlets is a key security priority. Most DMS operations have several safeguards that limit who has access. Perimeters can be defined by restrictions on what can be viewed, edited, sent, or deleted. 

The file management system also provides version control, which tracks when revisions are made and by whom. This electronic paper trail makes it convenient to collaborate and address any errors or inconsistencies. 

4. Workflow Tracking

A document management system can also be set up to guide file workflow. For example, accounts receivable invoices are automatically routed to the company's internal payment system. The amounts and other terms are then verified before payment is rendered. Errors are flagged and notifications are sent to key personnel for proper processing. Instead of manually tracking each invoice, which can be tedious and time-consuming, a DMS can manage this for you. 

When you’re ready to create a document management system for your business, IT support and customer service will be important factors in choosing a company. Headquartered in Verona, VA, SVOE emphasizes support and customer service to ensure each customer has the peace of mind of knowing their data is in good hands. Since 1934, they’ve served businesses throughout the Shenandoah Valley and Central Virginia with new offices in Lexington, VA, and Charlottesville, VA. To learn more about their services, visit their website. To schedule a consultation, call (888) 888-7863.