The days when document management software (DMS) served as a pure archive are long gone. Today, modern DMS systems offer many functions that support collaboration.
Edit a document together
Successful projects are usually team successes. That includes working together on documents. The same data is needed by many different people to successfully complete a project. But what is necessary to provide all people involved with always up-to-date data?
Manage documents centrally
If all people are to have access to the same data, it must of course be stored in one place. A central DMS software is a suitable place for this. Documents such as plans, contracts, documentation, etc. are stored centrally and are thus available to every employee. Of course, it is important to ensure that the chosen DMS software has an effective rights system. This means that only those employees who are allowed to access the documents have access to them.
Not every employee needs content in the same way. The possibility to set views or listings individually adapted to departments or employees is therefore very important for efficiency.
Networking
Many documents are needed in different places. In the office, on a construction site, mobile at an appointment or for suppliers. Modern DMS systems work on different platforms and thus support the networking of all people and companies involved in the project.
Imagine that from sales, project planning, procurement to suppliers and customers, all relevant people have secure access to the same documents. Whether via a desktop application, a web service or an app. This is a feature that will make projects more connected and efficient in the future.
Conclusion
So what is expected from modern DMS systems in the future:
- The possibility to edit documents together
- Central data management
- Efficient rights system including workflows
- Individualized views for every application area
- Networking of project teams internally, with customers and suppliers
- Platform-independent access (desktop, app, web)
