Which are the three functions of a document management system?

Which are the three functions of a document management system?

A Document Management System (DMS) can significantly improve your company’s efficiency. It makes document collecting, digitization, and tagging quick and simple, freeing up your time to concentrate on more crucial aspects of your organization. Your company’s efficiency will grow significantly with the help of a competent DMS, which can also offer useful extra advantages like improved security, enhanced teamwork, and automated regulatory compliance.

Consider both the capabilities you require right away and those you might desire in the future as your organization expands when determining which DMS service is best for you.

A document management system: what is it?

Software that offers an automated means to store, organize, and track electronic documents and electronic versions of paper documents is known as a Document Management System. DMS was used to turn paper papers into digital ones, which is why it’s frequently referred to as an electronic filing cabinet. However, these days, DMS has a lot more advanced function.

An information retrieval system, channel workflows, and output systems can all be managed with the help of a document management system. Find out more about the three best DMS functions below.

Functions of a document management system

  1. Streamlined Workflow or Workflow automation

All firms nowadays rely heavily on documents. Therefore Workflow Automation related procedures like approvals and information requests would undoubtedly enhance daily operations and lead to lower costs, happier customers, and more productive workers.

The approval process for various operations, such as leave requests, purchase orders, and invoicing, can be automated using an EDMS workflow.

  1. Adaptable and reliable security

Strong authentication architecture that enables you to manage access through individuals, classes, and functions can be found in paperless EDMSes.

Implementing role-based security access eliminates the risk of sensitive information getting into the wrong hands. In addition, the EDMS should encourage the protection of data and files with more sensitive information so that even system administrators cannot access them.

Choose service providers concerned about this issue and regularly release upgrades to thwart hackers or data breaches. The following are some of the most essential security aspects to look out for:

  • Make groups, then include users in them.
  • A hierarchy-level security permissions setting capability (folder)
  • Decide which group or individual can produce DMS documents, comments, annotations, and sharing based on a template (class or type).
  • Ability to modify a template’s security settings.
  • Indicate which individual or group has the authority to replace an older version with a newer version.
  • Security at the metadata level: Possibility to control who can view what.

Note: Setting up document security access based on groups rather than people is always advised.

  1. Batch updating and creation of documents

You would need to upload huge volumes of data or update properties in batches while working with a lot of information. Doing so in a single mode is time-consuming and detrimental to productivity. For this reason, you must make sure that the paperless EDMS offers:

  • Data import into Excel allows you to provide the data and attachment location simultaneously.
  • Be sure to keep an eye on a specific directory of your network drives to collect information automatically.
  • Update the data for a group of files using Excel, then import the spreadsheet into the programme.


The use of paperless EDMS software has many benefits. To be agile and effective, it is now essential for all enterprises to use digital technologies.