Document Management System or DMS is the emerging software technology that the majority of firms in today’s time use. The physical means of keeping track of documents, updating their information, and maintaining the alterations to a particular document all require extensive human labour and resources.
All of these processes can be easily substituted with the help of a document management system for enterprise document management. DMS helps in maintaining track of all data edited on a particular document. It gives access to a limited number of people to make changes to the document. This software has led to the efficient utilization of given resources.
Managing the different versions of the same document is extremely hazardous if done manually. Arranging them chronologically according to the changes made and keeping track of the changes all of these processes are usually time-consuming. Replacing it, the modern technology of document management systems has crept in. It allows easy track-keeping of the variations made on a document. All of this requires effective control measures. Unless document versions are controlled, the workflow might be hampered because the alterations will not be easily trackable. Taking control of the document versions is also important to protect the originality of the document along with its additional inputs and changes. It is also important to maintain the effective security of the documents.
Taking control of the document versions enhances the productivity of the process by optimizing the document management processes. The best possible ways for document version control in a document management system are listed below;
1. Limiting the editing access to selected individuals
Your documents must be edited by a handful of individual workers or a special team to maintain authenticity of the documents. It should never be made accessible to a large group of people to avoid tampering with the data or intentionally unwanted changes. A document management system allows access through certain limitations like granting permissions and others.
2. Archival of the old documents
The old documents can be archived to maintain the originality of the initial content so that even if certain wrong changes are made accidentally, the older version is available easily. Outdated information on old documents can easily be maintained by archiving them.
3. A review and approval process
It helps maintain consistency in the document. Any changes made in the document must be reviewed by a selected group of individuals or a special team. This will help monitor the document’s content and any changes made to it. This review process will eliminate any unwanted data to be inputted into the final document.
4. Maintaining an edit history and tracking the changes
It helps maintain a track record of changes made in the document while updating the documents. It helps better understand the changes being made and by whom. It helps to maintain transparency and avoid discrepancies in the document. The edit history is important to see which areas the changes are made with context to the original document and by whom it is made.
5. Maintaining the security of the documents
Every document management system must ensure the full security of its sensitive company data. Safety from misplacement or tampering should be guaranteed.
6. Storing all variations of documents centrally
The central cloud-based storage of all the documents helps in easy access to the employees with controlled restrictions. The documents should be stored centrally and safely. The remote storage of these documents should only be made accessible to authorized individuals to maintain the sensitive information’s safety.
Most organizations of today’s times are opting for the document management system to improve the organization’s operational efficiency, enhance productivity, reduce the maximum number of possible errors, and maintain the consistent flow of documents.
Conclusion
Effective control of the document versions is necessary to track them properly. It has made access to particular individuals better, more secure, and more well-organized. A controlled flow of documents helps maintain spontaneity in it. Thus, taking control of the document versions gives you an upper hand in enhancing document management efficiency. In today’s world, enterprise document management has become extremely well-structured with the help of a document management system.
