Document Management Systems (DMS)
Whether integrated into a company intranet system or as a stand alone project repository, document management systems are the ideal way to share information and documentation with stakeholders.
What is a document managements system? A system that allows authors to share their documents with a wider group over a secure network is in essence a DMS (Document Management System). Typically most companies store documents on a file server or shared drive on their computer network. The drawbacks of this are;
- Authors often aren't disciplined enough to put documents in the correct location.
- Some users cannot access certain drives and cannot see public documents.
- Vice versa some documents should only be shared with certain individuals.
- Multiple uncontrolled versions are prevalent in the organisation.
- Documents are difficult to search for.
Using a web browser based system, and its inherent technologies an interface can be provided that is accessible to many users both within and outside the organisation. The navigation menus can be tailored for individual audiences with whole areas out of bounds to certain individuals.
Web browser based technology usually means that there is no extra additional software for anyone to install. The familiar user interface of the browser and the DMS similarity to website navigation makes training a "non issue".
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