Document management is a critical function in any large construction plan or project. Regardless of what industry they are in, any business processes huge volumes of paper and digital documents. Organizations operate most effectively when they can handle documents quickly via automated procedures, free from the stress of time-consuming manual actions or challenging-to-find data. This can be achieved by implementing a DMS, or document management system.

What is document management? 

Document management is the process of organizing, archiving, retrieving, managing, sharing, and protecting company records.

Managing paper documents in the past involved the use of file cabinets, folders, staples, and paper-clips. These days, it also includes a variety of other digital files you use on a regular basis, such as Word, Excel, PDF, and images. 
 
Obviously, organizing digital files and making them available to the right people becomes a challenge when there are way too many records to handle by lots of users. That is where a DMS becomes useful. 

What does the abbreviation DMS stand for?

We did some research, as not everyone agrees on what the abbreviation “DMS” stands for. Most however say the abbreviation DMS stands for Document Management System. Others say it stands for Document Management Software or Document Management Solution. What do you think the proper explanation is?

Give your opinion on the DMS abbreviation, what does it stand for?

What is a document management system (DMS)? 

A document management system refers to the secure electronic storage of your documents, enabling all documents—both digital and scanned paper—to be filed, indexed, archived, retrieved, marked up, and shared via encrypted access rights in addition to system reporting ensuring compliance. 
 
Many systems, such as Assai’s DMS, also include automated workflow functionality. Workflows can be set up in advance when needed to speed up the approval of a digital document. In this way, documents move the same way as they did on paper. However, this time, they are not actually moving but stored in the same save cloud, which makes them simpler to locate. 

  • Document management is the process of organizing, archiving, retrieving, managing, sharing, and protecting company records.
  • A DMS (Document Management System) refers to the secure electronic storage of your documents, enabling all documents—both digital and scanned paper—to be filed, indexed, archived, retrieved, marked up, and shared via encrypted access rights in addition to system reporting ensuring compliance. 

Benefits of a document management system (DMS)

A document management system (DMS) provides many benefits for businesses, such as: 

Increases productivity

Everyone has access to the files they need whenever they need them, regardless of where they work – in the office, at home, or on the road.  

Green office

Even while you may still get paper documents and sometimes need to print them, most of the office printing will decrease since a single digital document can be used by the whole organization. Copies are not necessary when everyone has access. 

Better cost controls and budgeting

You will use less paper as a result, but the savings go beyond that. Digital papers reduce the need for file cabinets and the expense of storing and filing paper records. You can also benefit from lower shipping expenses that come with sending paper documents. You also save time and thereby costs through quicker document retrieval. 

Enhances business agility

The internet’s speed controls the movement of electronic documents. Additionally, since everyone has access to the necessary information and data, businesses are not restricted by the physical constraints of paper or an office. They can respond to customer needs more quickly, continue running even if the office is closed for any reason, and quickly adapt to changes in the business environment. 

Ensures business continuity

No matter where you are, you and your team always have access to crucial information. Having access to the cloud allows you to walk out of your office, set up in any other location and keep working. 

Disaster recovery

Documents are quickly restored from backup. When you use a cloud deployment with its redundant systems, recovery time and recovery point restoration are immediate. 

Information governance

Revision control is one of the features that helps businesses track changes and document lifecycle. Storing the files in one place also avoids several versions from existing in various places, taking up more server/hard drive capacity. 

Cloud DMS or on-premises DMS? 

Cloud software is typically available as a monthly or annual subscription. But it has no upfront licence costs, and maintenance and support are built-in. On-premises software requires a large upfront investment in software licences, plus the cost of the application, IT support and hardware. Assai provides both a cloud DMS and an on premises DMS.

The benefits of a cloud DMS: 

  • No need for on-site hardware. 
  • No maintenance or support fees – only a subscription. 
  • Secured access anywhere there is an internet connection. 
  • Quick setup and configuration. 
  • All data backed up in a secured data centre. 

Why do people choose an on-premises document management solution? 

  • The company’s network must be owned and housed by the company as per the data security policy. 
  • The IT staff and infrastructure are already in place, including VPN for distant users, as well as for the application, backup, and connectivity. 
  • Business preference. 

Assai’s Document Management System (DMS)

Assai is the global leader in Document Management and Control Solutions for complex engineering and construction projects. We have a unique focus on proactively “controlling” the document revision flows and timely interactions among all project stakeholders.  

Leading companies such as Transport for London, Scottish Power and many others trust our self-configurable cloud-based software, and we are proud to be working with them.  

Assai allows you to proactively manage and deliver projects and operations in time and in budget. This is done at an affordable cost, avoiding redundant work and confusion over version compliance, approval status and unclear tasks. 

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