Document Management System

What is a document management system (DMS)?

A document management system, also known as a DMS, is a system that allows you to easily store and access documents. A DMS can range from a portable hard drive to centralized local servers to a cloud-based document management software.

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Access, Store, Organize, and Share Files from Your Own Customized DMS

Today’s modern document management systems give you and other approved users access to files at any time and from wherever you are located. If you use a cloud-based DMS, you can access its folders, files, and functionality from any approved internet browser.

Reduce storage space

With unlimited storage in SmartVault, users are able to free up space on local drives and servers.

Streamline collaboration

SmartVault makes it easy to find the file you need, when you need it, and share it securely with the right people.

Control and track versions

Files lock for editing when you open them, and previous versions of files can be retrieved easily.

Implement file backup and recovery

Never worry about losing your most sensitive documents and files.

Protect files through encryption

Trust that all your most sensitive files are safe and secure thanks to 256-bit encryption technology.

Access your files

Maintain access to your documents and files anytime, anywhere with cloud-based technology.

Maximize industry compliance

Stay compliant with industry regulations such as HIPAA, SEC, or FINRA.

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Consider the Main Types of Document Management Systems

On-Premise Document Management Systems

An on-premise document management system is hosted by a physical device or a piece of equipment you own. Think of your USB or portable hard drives, personal computers, local servers, or even file cabinets.

With on-premise document management systems, your organization maintains:

Ownership of how and where documents are stored
Offline management and access

Cloud-Based Document Management Systems

A cloud-based document management system eliminates the use of a physical device. In this case, the DMS stores documents and files in a hosting environment where a third party is responsible for maintaining safety and physical storage. The users only need is to upload files to the platform with the provider handling the rest.

With cloud-based document management systems, your organization benefits from:

Easy set up and maintenance
Remote access
Enhanced data security and compliance
More predictable costs

Frequently Asked Questions About Document Management Systems

What is a document management system (DMS)?

What does document management software do?

Document management software (also known as a document management system or DMS) allows companies to quickly and easily store, organize, access, and share documents.

Why is a document management system useful?

A DMS gives you and other approved users 24×7 access to your files from wherever you are located. If you use a DMS in the cloud, you can access your system from any internet browser. The DMS also makes it easier to securely share documents with your staff, clients, and third-party contractors. Users you approve, like your employees or clients, can also access and upload documents into your DMS.

What does a DMS control?

Cloud-based document management systems are built with security in mind, so they can encrypt data both during transit and at rest. The DMS lets you control who can access which documents. All data and information are stored and securely backed up.

How do you set up a document management system?

This depends on your unique needs. If you’re switching from a different DMS, you should partner with a vendor who can assist with migrating data, offers onboarding services, and more. This can make your DMS setup seamless.

Connect Your Business and Accounting Apps for Seamless Integration

SmartVault integrates seamlessly with leading accounting and business applications to give you built-in document cloud storage and management, inside your favorite apps.