How does a DMS help for collaborating at workplace?

A document management system helps organisations to save time and space and increases productivity at a workplace significantly. Previously sharing files and folders of information was done physically, now through a document management system many individuals can access the same file simultaneously on a document management system easily. Corporates need to store documents in a safe and secure environment, companies offering DMS have a service called Workflow Solutions Matrix, this helps in reducing time spent in locating and managing projects and their documents.

Collaboration is an inherent feature of a DMS, a hierarchy usually governs an organisation, files need to be stored and shared according to these levels within an organisation. A document management system helps in giving access to certain files using a workflow solution matrix, access can be enabled or disabled to different departments or employees within an organisation. At times several individuals are given access to a single file, multiple people can access and save these documents. With other forms of collaboration, the file gets altered and certain changes may not be shown, while using a document management system different versions of the file exist with different modifications, the resulting final document would have all the revisions listed.

The process of having multiple versions of the same file is called versioning; this function is useful for those companies, which modify files frequently. Individuals can go back to different versions to update files as and when necessary. Different individuals within the same organisation could make these versions; DMS helps to increase collaboration. Let us take a scenario where there are multiple users accessing a word document, this file was created by an individual a group of individuals have been given access to the same file, every edit they make is stored and different versions are saved. These edits could be made my multiple editors on different dates and locations.

Workflow solutions matrix is a service is a part of certain document management systems; it helps organisations to have a repository, which helps in storing, retrieving, organising and routing of documents online. Typically documents are created organised and grouped together, individuals are then given access to these files through a control list. This then enables users to search for the files; they can subscribe to these files and get notifications when changes are made. These files can now be shared and edited by different individuals comments can be added, versions can be made and reports can be created based on the final copy of the file.

Work needs to be done systematically in organisations, collaboration is key to the success of an organisation, it helps in increasing productivity by decreasing time spent in filling and finding files. Document management systems can digitize documents for organisations; these could be legal documents or functional drawings for certain industries. Digitization services can help documents to be structured; they are scanned through an optical character recognition, after which they are stored and organised. These files are then indexed so individuals can locate these files through a Workflow solutions matrix.

DMS helps collaborating at workplace by structuring documents that are either scanned or saved on to a workflow solutions matrix. Within a workflow the organisation can give access to specific files to selected individuals within the organisation. Documents can be saved securely and accessed at several locations by multiple users at the same time. Previously sharing files was difficult as they were physical, now these documents can be scanned and shared among multiple users without harming the paper. Searching saving and retrieving these documents are quicker now by using a document management system.