Document Management SystemWhat 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.
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 spaceWith unlimited storage in SmartVault, users are able to free up space on local drives and servers.
Streamline collaborationSmartVault makes it easy to find the file you need, when you need it, and share it securely with the right people.
Control and track versionsFiles lock for editing when you open them, and previous versions of files can be retrieved easily.
Implement file backup and recoveryNever worry about losing your most sensitive documents and files.
Protect files through encryptionTrust that all your most sensitive files are safe and secure thanks to 256-bit encryption technology.
Access your filesMaintain access to your documents and files anytime, anywhere with cloud-based technology.
Consider the Main Types of Document Management Systems
On-Premise Document Management SystemsAn 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 SystemsA 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
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.