What is Document Management System (DMS)?
Summary :
1.DMS (Document Management System): Definition
2.Acronyms and abbreviations of the term DMS
3.What is the role of a DMS?
4.What are the main functionalities of a DMS?
Document Management System (DMS) is now an essential tool for document dematerialization, allowing businesses to manage all their documents (paper or electronic) and archive them in secure spaces.
This type of DMS software helps reduce the costs of storage, processing, and management of paper documents. As a result, businesses have better visibility of their data and can access information in real-time from any device (smartphone, computer, or tablet).
With the automation of business processes and validation workflows, the productivity gains for businesses are significant. Depending on the document type, the DMS is tailored and adapted to the expectations and challenges of the businesses.
Different Types of DMS
Manual DMS aims to identify documents to be archived in the computer system (sorting and scanning of documents).
Semi-automated DMS automates certain time-consuming tasks, particularly in retrieving data, scanning documents, and/or validation.
Fully automated DMS allows instant access to essential information in one place without the need for manual intervention.
DMS: Definition
DMS in clear terms
In definition: A Document Management System (DMS) is an information management system that centralizes all the data of a company.
This tool allows collaboration, collection, archiving, and securing all incoming and outgoing flows, regardless of the source (contracts, letters, invoices, quotes, purchase orders, pay stubs, leave sheets, legal documents, etc.).
This type of digital platform allows the dematerialization and real-time archiving of all paper documents in electronic format. The DMS software can be used in and by all types of organizations: businesses, institutions, administrations, public services, etc.
Beyond the legal requirements, more and more organizations decide to adopt DMS, thereby reducing paper-related processing costs, significantly improving productivity, and responding more effectively to changes.
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Acronyms of the term DMS
The acronym DMS is the most widely used term for document management system, but there are other acronyms:
- Document Management System (DMS) is the equivalent in English of GED in French.
- EDM (Electronic Document Management) is also an English equivalent of DMS.
- GEIDE (Electronic Information and Document Management in the Company) was formerly used in French to refer to DMS.
- GEC (Electronic Content Management) refers to electronic content management, mainly for mail management.
- ECM (Enterprise Content Management) is sometimes used synonymously with DMS, but unlike DMS, ECM only encompasses the content of the organization (not business documents).
How does a DMS work?
Implementing a DMS allows companies to have an easily accessible information system in real-time and on any device (computer, smartphone, or tablet). Administrators can centralize document management while facilitating information retrieval and internal communication.
The role of a DMS is to manage all the data of the company (incoming and outgoing flows) and to promote collaboration between and with teams, partners, or clients through secure sharing.
Since information is instantly accessible, it allows users to be informed of all actions and progress on the project (contract signing, document updates, completed electronic forms, etc.) and, if necessary, to react quickly in case of errors (exceeding budget, missed deadlines, input errors, etc.).
Main functionalities of a DMS
The functionalities of a DMS are numerous and varied to adapt to the expectations and challenges of businesses. In summary, here are the main and essential functionalities of a DMS:
– Centralize all documents of the company, regardless of the source or format
– Automatically classify documents based on pre-set sorting rules.
– Search and access information in real-time from any device (smartphone, computer, or tablet).
– Automate validation processes (workflow).
– Archive and secure all documents confidentially.
– Organize and securely share company data by assigning specific user permissions.
– Permanently preserve all company documents within an electronic safe, complying with legal frameworks and regulations.
