In the modern era, organizations and businesses worldwide are adopting technologies that can motivate digitalization and automation. Gone were the days when people used to sit and wait for hours for things. Today Employees, team leaders, and all other officials demand everything to be organized and systematic.
According to Mckinsey, people in an organization spend almost 28 hours each week authoring emails, searching for information, and collaborating internally. It is high time for organizations to adopt an automated way to save effort and time for other production operations.
A SharePoint document management system is a rising need of modern growth-seeking organizations. It streamlines and automates the entire documentation, collaboration, and coordination, making it smooth and consistent.
Several types of document management systems can help businesses and organizations in multiple ways. So, let us dive deep to understand what a document management system is and the different types of document management systems.
What is a Document Management System?
A SharePoint document management system is software that automates the documentation process by tracking, managing, storing, tagging, and accessing all documents and files efficiently. It also eases and fastens up the processes of searching, retrieving, and sharing files.
Types of Document Management Systems
- Content Management System
A content management system is used to store content digitally in an easily accessible and manageable way. It provides a centralized repository to keep all the documents secure and accessible based on the permission given. Through a content management system, you can also index the records to find them conveniently as and when required.
- Record Management System
A record management system is a simple and effective method for organizations to manage and organize the creation, maintenance, receipt, and disposal of necessary documentation of an organization. It provides a systematic approach to safeguarding an organization’s policies and regulations in a systematic way.
- Workflow Management System
A workflow management system helps identify, automate, and enhance an organization’s business processes. It also helps in enhancing productivity, reducing errors, and improving efficiency. Using SharePoint workflow automation, businesses can provide predefined approval and reviewing processes improving the overall visibility into the flow.
- Document Imaging System
The digitization of paper documents is known as document imaging. It is a scanner to acquire perfect images and all documents that can be saved and used digitally rather than physically.
An effective document management system provides a document-sharing and digitization tool that makes the documentation process manageable and collaborative. It also enables collecting and managing images and pictures from various sources and converting them into digital files.
- Quality Management System
A quality management system is centralized and includes corrective actions, document control, change management, and more. It is document centralization and reversion control to manage information and documents systematically and efficiently.
- Email Management System
An email management system provides emailing management in organizations and businesses. It also helps in categorizing and managing individual emails and attachments using rules defined by the users. Using email management, organizations can use efficient approaches that help in email communication in a single and searchable way.
Email management system automates communication, delivers necessary emails straight to your repository, and renders fast decision-making processes.
- HR Document Management System
HR document management system helps capture, store, and manage all the necessary documentation for employees in an organization. It includes the ability to easily retrieve documents, and it also provides role-based login access to the HR department that can further escalate documents accordingly.
Conclusion
A document management system can help organizations and businesses streamline communication, task management, file sharing, and more. This not only reduces mismanagement, lack of collaboration, low productivity, and all other glitches but makes everything so smooth and efficient to connect with anyone and access any file and documents quickly and efficiently. For modern and growth-seeking organizations, a SharePoint document management system is considered an intelligent choice.
