What is DMS

How custom DMS can serve your business?

The universal truth is: when something is multi-purpose and intended for multiple different industries and use cases, it really is not the best solution for any single one of them.

Imagine a foldable sofa bed. One might think: great, you can sit on it and you can sleep on it. Well, yes, but it is not great for sitting nor sleeping and you are compromising on both of them.

The same goes for software and prebuilt solutions: you have a lot of features you don’t need and miss the ones you really need and have to make compromises. We are sure you have already tried Google Drive, Adobe Document, or Alfresco and none of them worked for you. As the backbone of any modern business, DMS helps securely store, manage, retrieve, and easy access to all your documents, tailored to meet the unique needs of your company.

features

Built with your needs in mind

Apart from offering standard Document Management Systems features, such as digital documents, centralized document access, we offer features that make managing documents a breeze.

Digital document archive

Store and manage all essential documents in one secure location. Allow authorized team members and clients to access the latest updates instantly, reducing delays and miscommunication.

Organize in dossiers and add tags

All the dossiers and documents can have multiple classes, subclasses and tags for easy categorization and searching.

Version control

Keep track of every revision to ensure the most current version is always accessible. Compare changes across iterations and restore previous versions if needed, ensuring precision at every step.

Online document creation

With our DMS, you will be able to create documents online while making it easy to collaborate and prevent document loss,

Mobile access for site visits

Access to your Document Management System (DMS) from any mobile device. Easily retrieve, upload, and manage documents on-site, ensuring real-time updates and efficient collaboration while conducting site visits.

Workflow management

A lot of times, for a document to be completed, several company departments or employees must be involved. To automate this process, we support predefining procedures to be followed, from document creation to its signing.

OCR - optical character recognition

All the uploaded documents undergo the OCR process once they are uploaded. That makes it easy to search even by the content of a scanned document.

Digital signatures for approvals and contracts

Speed up timelines without requiring physical meetings or paper processes. Here, we have an in-house solution or we can integrate with electronic signature tool like DocuSign, based on your preferences.

Document templates

All the companies have sets of documents they usually deal with. Our DMS supports creating templates for all of them and automatically generating specific documents for clients by fetching the data we already store in the document management system.

Document retention periods

Once the DMS is deployed and you start using it you might want to keep the documents only for a certain period of time. Sure, just set the document retention period and watch them get destroyed after it.

Users, groups and permissions

Define precise access rights for users and groups at class, subclass, or document level. Restrict data visibility to authorized users, preventing errors and misuse. Assign workflow step permissions to ensure only the right users are involved.

Additional data and metadata

Down the road, you might want to add a field or two about the specific document or process you are dealing with. Our DMS supports defining new data to be persisted about each single document, class or dossier without need for any developers’ time.

Advanced reporting system

We rely on data. Our DMS generates reports on documents, dossiers, and processes, tracking active employees, document creation time, frequent document types, requests, and other key metrics.

Notifications and reminders

Our DMS automatically notifies all the interested parties about the changes in the documents and dossiers. We support various notification channels, such as email, SMS, WhatsApp and internal as well. Users can configure notifications per their preference.

Task assigning, tracking and reporting

A user can assign a task (related to a document or dossier) to another user, set deadlines and get reported on it. Also, assignee can get reminders about the deadlines and collaborate in the system with comments and proposals with the reporter.

FAQ

Questions we’ve been asked

A DMS is a software solution that helps organizations capture, store, manage, and track electronic documents and images of paper-based documents. It allows users to organize, share, and retrieve documents easily.

A DMS can manage a variety of documents, including text documents, spreadsheets, PDFs, images, scanned paper documents, emails, and more.

DMS helps you significantly boost productivity by reducing the time spent searching for documents, allowing employees to quickly access and retrieve files. It enhances security by providing controlled access and creating audit trails to track document activity. A DMS also fosters better collaboration, enabling team members to share and work on documents in real time, regardless of their location. By managing document retention and access policies, it helps ensure compliance with industry regulations. Additionally, a DMS offers cost savings by minimizing the need for physical storage, reducing associated overhead costs, and optimizing space utilization.

We can discuss your specific needs and help you identify the features Choosing the right Document Management System (DMS) requires understanding your organization's specific needs. The system should be secure, scalable, and able to comply with industry regulations. Consider whether a cloud-based or on-premises solution better fits your needs, and evaluate its integration capabilities with other software your organization uses. Prioritize user-friendliness, cost-effectiveness, and reliable customer support. By discussing your your specific goals and document management needs, we can help identify the features that will provide the best value and efficiency for your company.

Yes, DMS solutions are scalable and can be tailored to meet the needs of small businesses and large enterprises alike. Smaller businesses can use cloud-based DMS solutions to keep costs low, while larger organizations may opt for more complex, customizable systems.

Yes, our DMS solutions are cloud-based, allowing users to access documents from anywhere with an internet connection, using a web browser or mobile app.

Yes, our DMS solutions offer integration capabilities with other enterprise applications like CRM systems, ERP systems, email clients, and project management tools to streamline document workflows.

While a file storage system simply stores files, a DMS includes features like document indexing, version control, access control, and search capabilities, making it more suited for managing documents in a structured and organized way.

Testimonials

What our clients say?

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The quality of the code was excellent as was the speed at which he worked. I highly recommend giving Bojan a chance on your next project.

David de Beer

Quiver Tree Capital

The quality of the code was excellent as was the speed at which he worked. I highly recommend giving Bojan a chance on your next project.

David de Beer

Quiver Tree Capital

The quality of the code was excellent as was the speed at which he worked. I highly recommend giving Bojan a chance on your next project.

David de Beer

Quiver Tree Capital

The quality of the code was excellent as was the speed at which he worked. I highly recommend giving Bojan a chance on your next project.

David de Beer

Quiver Tree Capital

)

Custom Document Management Software

How custom DMS can serve your business?