Document Management (DMS) Platform
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A Document Management (DMS) Platform is a software platform that supports the creation of document management systems (provides electronic storage, management, and tracking of Documents to help Organizations of all sizes improve efficiency, reduce costs, and access information more easily).
- Context:
- It can offer centralized storage, allowing Authorized Users to access documents from any location.
- It can include version control to track changes and facilitate the reversion to previous document versions if needed.
- It can provide robust security features, such as access controls and permissions, to safeguard sensitive information.
- It can offer advanced search functionality for efficient document retrieval using keywords, metadata, or other criteria.
- It can feature workflow automation for streamlined document-related tasks, including routing, approval processes, and e-signatures.
- It can integrate with other business systems and software for a cohesive technology ecosystem.
- It can support compliance with various regulatory requirements by maintaining an audit trail of document history.
- It can enhance collaboration through document sharing and co-editing capabilities.
- It can be offered as a cloud-based service or deployed on-premises depending on organizational needs.
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- Example(s):
- General Document Management Platforms, such as:
- Microsoft SharePoint for enterprise content management and collaboration.
- Google Drive for cloud-based document storage and real-time collaboration.
- Adobe Document Cloud for e-signatures and PDF management.
- Dropbox Business for simple and secure document sharing and storage.
- DocuWare is used to automate document-heavy processes.
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- Industry-Specific Document Management Systems, such as:
- NetDocuments DMS, a cloud-based DMS primarily used by legal firms, offering secure document storage, version control, and audit trails.
- M-Files DMS, a metadata-driven DMS with features like automated workflows, compliance support, and business system integration, suitable for industries like finance and healthcare.
- SharePoint DMS, a web-based collaboration platform with DMS capabilities, including version history, document workflows, and Microsoft Office integration.
- DocuWare DMS, a cloud-based DMS used in finance and HR sectors, provides document capture, storage, retrieval, and workflow automation.
- OpenText Documentum DMS, an enterprise-grade DMS for highly regulated industries, offering content storage, versioning, and compliance management.
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- General Document Management Platforms, such as:
- Counter-Example(s):
- A Basic File Storage System that lacks advanced management, search, and collaboration tools.
- A Physical Filing System which manages paper documents in a non-digital format.
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- See: Enterprise Content Management System, Records Management System, Collaboration Software.