5  DMS – Document Management System

DMS – Document Management System

by | 20. November 2023 | IT-Glossary-EN

A DMS is a software solution or system that is used to efficiently organize, store, manage and access documents and files in a company or organization. The main goal of a DMS is to optimize the handling of documents, simplify document searches, ensure document security and promote collaboration between employees.

What is DMS used for?

DMS systems are used in a variety of industries and business sectors, including healthcare, legal, finance, education, manufacturing and more. Implementing a DMS can streamline work processes, increase efficiency, reduce paper costs and improve compliance. However, it’s important to choose a DMS carefully and customize it to your organization’s specific needs and workflows.

Advantages of a DMS:

1. document archiving: A DMS enables the secure storage of documents and files in a central database or repository. This helps to protect documents from loss, damage or unauthorized access.

2. document organization: Documents can be organized in a DMS in logical folders and categories to ensure efficient structuring and retrievability.

3. access control: DMS make it possible to define authorizations to restrict access to documents to authorized users or groups. This increases the security of sensitive information.

4. search functions: DMS provide powerful search tools that allow users to quickly find documents based on keywords, metadata or other criteria.

5. workflow support: Some DMS systems offer workflow features that allow documents to be routed through approval processes or workflows.

6. backup and restore: Most DMS offer backup and restore functions to prevent data loss in the event of a failure.

Examples of DMS:

Examples of cloud-based DMS systems include Dropbox Business, Google Drive for Work, Microsoft SharePoint Online, Box and many others. Choosing a cloud-based DMS depends on your organization’s specific needs and preferences. It is important to consider the costs, security, scalability and integrations to find the most suitable solution.

New Media Service GmbH offers these services in the area of DMS

Let’s take your business into the future together and revolutionize the way you manage documents. Contact us to find out more about our DMS solutions and the benefits for your business.

If you would like to find out more, you can simply contact us for a free, no-obligation consultation. We will be happy to provide you with information on this topic and, if required, take care of implementation and realization for you.