HomeProductsDocument Management SystemDocument Management System: Definition, Features, and Recommendation

Document Management System: Definition, Features, and Recommendation

Implementing a document management system in your organization may have a significant impact on day-to-day operations. It may also assist you in achieving critical business objectives. Whether you’re reducing paper output in order to free up expensive office space, or simply help your business go eco-friendly. The beneficial DMS will give numerous noticeable changes throughout your organization. Every aspect of modern business now has the influence of technology. However, as teams worldwide struggle with systems that are in segments that duplicate data and workloads that make it difficult to locate the correct information in urgency, the question of how to best approach the workflow arises.

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Download Here: DMS pricing scheme calculation

Although transitioning from paper-based processes to digital ones can be challenging, there is no better way to get started than by implementing well-designed document management system features which you could rely on. But, before you decide to apply the automation to your business’ paperwork, t is best to learn about the DMS pricing scheme calculation beforehand to fit your budget. Regardless, keep in mind that your business will surely feel the difference with the application of a reliable Document Management System.

Document Management System Definition

A document management system – DMS is a software application (in the case of digital document management, based on computer programs) that is used to track, manage, and store documents. This system should be able to track the various revisions of documents created and modified by various users (history tracking). 

The primary goal of document management software is to minimize the risk of misplacing or losing a document, which may contain critical information that will be a requirement for future reference. Additionally, these tools have a design in such a way that stores the copies of your documents remotely. This provides an additional layer of protection in the event that something goes wrong with your physical storage space.

Documents stored in a document management system serve as evidence that documents are being managed effectively. Failure to comply may result in penalties, business loss due to non-conformance or conformance, or irreversible damage to a business’s reputation.

The purpose of an organization is to preserve, define, store, index, update, and explore legacy or newly created organizational knowledge. To accomplish this, a suitable document management system should incorporate features such as document security, version control, document sharing, and collaboration.

Also read: Improving Employee Productivity with ERP Software- Best Practices You Must Employ

Important Features in Document Management System

Document Management System
Source: Canva.com

There are numerous document management applications available on the market that can be used to meet a variety of needs. With that much variety, it is important for you to know what are the important features you might need in a good Document Management System.

Workflow Automation

A good document management system should incorporate enterprise-level business process management. As a plus, there are ones that are able to automate workflow routes documents automatically to their intended recipients. The workflow automation should include the following:

  • Rule based processing on incoming documents
  • Setup individual rules and document actions
  • Automatic and Manual workflow
  • Document Routing
  • Business Process Modeling with Customized Windows, Reports
  • Configure multi-level approvals
  • Automatic creation of records based on documents
  • Update records based on documents

Web access

In an era when the internet is so widespread, users must be able to access their documents from any location. A web-based document management system enables quick and easy access to files and folders, which is critical in today’s internet-based world. Numerous Document Management Software features enable web access to these documents. These include the following:

  • Mobile access (to view or edit documents on mobile devices)
  • Cloud storage (to store documents in the cloud)
  • File sharing (to share folders or individual files with others)

Document linking

Document linking is the process of linking together documents, files, or other data sources that are stored in multiple locations so they can be accessed from a single location at any time. Using this feature, you can quickly access one document from another or associate it with any other relevant record contained within the Document Management System. This makes it possible to locate and access documents more quickly in the future as a result.

A user-friendly interface

Given a large number of document management software available today, keep in mind that this gives you more choices. The availability also allows you to be more specific. Apart from the sophistication offered by various companies, the beauty and ease of use are also things that should be considered when choosing document management software. Choose a DMS with a user-friendly interface to ensure you only get the best for your DMS experience.

Universal format support

The greater the number of formats that the Document Management System can support, the better. This will ensure that there are no problems when using multiple pieces of software at the same time. It is important to pay attention to this kind of thing as this is what might save you some time and money in the long-run. With the greater number of supported formats, it could help you to avoid more critical risk in the future as you use the DMS.

Also read: Improve Help Desk with These Recommendations!

Recommended Document Management System Singapore

For those who live in Singapore, worry not because you will have quite an option for a good Document Management System for your business. But, even with this many options, you still need to be mindful of your company’s needs as these DMSs will likely have some differences.



HashMicro is a provider of intelligent business solutions that enables medium to large businesses to increase the efficiency of their day-to-day business processes. This company provides automated solutions that assist businesses with repetitive tasks by utilizing a cloud-based system that automates end-to-end business operations.

This enterprise resource planning (ERP) company offers a variety of modules for businesses, as well as customized solutions for a Document Management System. Their DMS will allow you to easily track, manage, and save your documents. HashMicro’s DMS encourages you to switch to a paperless system by using a document management system. Share any video, e-book, and other documents digitally easily and swiftly.

Download Here: DMS pricing scheme calculation

With the use of DMS by HashMicro, businesses could then generate a more time-efficient workplace, which will lead to an increase in productivity. With this much features, HashMicro provides to you their downloadable software pricing scheme calculation to help meet the client’s needs.


RDS logo

RDS does not limit itself to document management services; it also expands its business to include information technology-based services as a complement to document management services and as a service for implementing customized integrated solutions.

BION RDS System Integrator is present as the RDS Group’s business focus, providing comprehensive information technology-based services. With experience in a variety of industries, including banking, and government, RDS System Integrator encourages BION to provide innovative solutions. Solutions that are constantly updated in response to technological advancements, customer needs, and market changes.

SQL View

As one of the providers of reliable Document Management systems in Singapore, SQL VIEW is able to provide a central secure document repository for all critical documents of your company. SQL VIEW also claimed that its security system is already proven safe by the Singapore Government.

To be even more precise, they also provide E-Signature for remote approvals using DocuSign and AdobeSign for seamless integration. Lastly, with its main function as a Document Management System, DMS from SQL VIEW promises you a clutter-free paperless workplace.

Point Star


PointStar claimed their Document Management System (DMS) includes tools for everything. Simple document digitization and storage to comprehensive document automation are on the list. Besides that, system integration with approval workflows and electronic signatures are also mentioned. Going paperless enables more complex process automation and more insightful analytics into business operations as part of the digital transformation.

In addition, PointStar DMS could help you with much better collaboration, and increase production productivity by allowing excessive time for manual cross-checking and access to documents. Uniquely, PointStar claimed that their DMS could provide a healthier working environment by a better work environment. It helps to reduce staff turnaround and achieve a higher value contribution to the company.


Information management varies by business. It’s a well-known fact that team performance frequently works within the limit of paper-based solutions. Not only that, but insufficient cloud solutions also appear as an issue that results in errors in tasks and projects.

At its core, a DMS lays the groundwork for digitally managing your files. This can be a significant change for businesses that have stored their files in cabinets for the last decade; however, it is necessary to increase productivity, improve collaboration, and reduce risk and cost. The advantages of implementing a DMS are critical for today’s agile business models.

Download Here: DMS pricing scheme calculation

Therefore, HashMicro could be your wise choice of a reliable Document Management System with its customizable software and robust features. Not only that, the downloadable pricing scheme calculation is something important, especially for the businesses that are new to the automation of work.

Interest in getting savvy tips for improving your business efficiency?

A Junior Content Writer at HashMicro who treasures the feeling of exhilaration in discovering new ideas as the put out of the things I read and see. For business inquiries: [email protected]


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