Document Management Systems

August 12, 2025 | Colton Anderson

What is a Document Management System?

A Document Management System (DMS) helps organizations improve efficiency, collaboration, and compliance by securely storing, organizing, sharing, and tracking electronic files.

Why Use a Document Management System?

• Accountability: Track document access, edits, and ownership to ensure responsible use.
• Communication: Centralize documents for easier collaboration and information sharing.
• Transparency: Maintain version history and access logs for clarity and oversight.
• Efficiency: Streamline storage, retrieval, and organization and reduce errors.

Important Considerations When Choosing a System

Organizations use DMS to organize, track, and manage internal policies, quality improvement initiatives, standard operating procedures, and more. They offer:

• User-friendly interface.
• Real-time collaboration.
• Robust security and access controls.
• Audit trails and document recovery.
• Cloud-based access.
• Advanced search and categorization.
• Training and customer support.
• Cost and scalability.