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.
| System | Key Strengths |
|---|---|
| SharePoint | MS 365 integration, workflow automation |
| OnBase | Finance workflows, approval routing |
| PolicyTech | Policy compliance, integrated reminders |
| ServiceNow | Accessibility compliance, workflow automation |
| Monday.com | Visual task tracking, team collaboration |
| Simpplr | Intranet, content sharing |
| ellucid® | Policy lifecycle management, audit-ready |
| DocuWare | Intelligent indexing, secure storage |
| Google Drive | Real-time editing, ease of access |
| Laserfiche | Process automation, analytics |
This work was supported by funds made available from the Centers for Disease Control and Prevention (CDC) of the U.S. Department of Health and Human Services (HHS), National Center for STLT Public Health Infrastructure and Workforce, through OE22-2203: Strengthening U.S. Public Health Infrastructure, Workforce, and Data Systems grant. The contents are those of the author(s) and do not necessarily represent the official views of, nor an endorsement, by CDC/HHS, or the U.S. Government.