Maybe you know what DMS (Document Management Systems) are, maybe you don’t. But just in case you don’t, it is important that you know what it is, especially while you shop for your MFP (Multifunctional Printer) or copier. Whether you are leasing or buying a new, used, or refurbished device, the DMS features may increase the initial capital expense. Not to mention, it can increase the operational costs for your organization, which can hurt your overhead, especially if you don’t need the DMS capabilities.
DMS is simply the ability to mainstream document projects via the web, thumb drive, smartphones, computers, etc. Typically, software programs work hand in hand with modern and contemporary devices to ensure that document management procedures are flawless. There are a variety of DMS devices, but you want to make sure that you have what you need, nothing more, and nothing less.
DMS range from small to enterprise capabilities. It basically provides the means for an organization to incorporate physical document filing practices electronically. Depending on the nature of your organization or business, you may have to follow certain local, state, and federal guidelines when it comes to dealing with electronic document handling. Features may include:
- Storage locations
- Access and security controls
- Document version controls
- Check-out and check-in document lockdown