Document Management System

What is a Document Management System (DMS)?

A Document Management System (DMS) is a platform that goes beyond file storage. It collects both electronic and scanned copies of paper files, organizing and maintaining these files throughout their lifecycle. Per Capterra, DMS capabilities often include:

• Document Capture (document digitization)
• Document Storage (store, access, and edit)
• Full-Text Search (keywords in search bar)
• Control Access/Permissions (users and groups)
• Collaboration Tools (user-based sharing, editing, and commenting; file locking and versioning)
• Archive (decentralized repository for sensitive/archived data)

Other factors to consider when examining DMS options may include the level of security needed, data or file size limits (if any), integrations with existing networks or applications, document scanning tools like OCR, and sync capabilities for flexibility across devices.

Why is a DMS useful?

A DMS supports companies and organizations transitioning from inefficient file management systems, including extensive hard copy filing that relies on specific people remembering and maintaining the system. With a digital, responsive platform, everyone can find what they need in one, centralized area without taking up space with bulky filing cabinets. Sensitive documentation is protected through user policies and permissions that can be adjusted as needed. Structured data can be stored and organized alongside unstructured data for easier reference and data retrieval. Sharing and collaboration is easy thanks to evolving digital capabilities in file notifications, comments, and real-time editing.

How does FileCloud answer the need for a DMS?

FileCloud is a hyper-secure content collaboration platform with the necessary flexibility to answer modern challenges in an increasingly digital workspace.

File and Folder Management

With FileCloud’s custom metadata sets and the content classification engine, users can rest assured that files will remain organized and searchable. This classification also helps support Smart Data Leak Protection.

Users have the flexibility to upload and share the files they need – no need to worry about file size or type. FileCloud’s sync clients also provide several avenues to access data, offline, online, and across devices. Unlimited file versioning means all changes are tracked, with the ability to roll back to previous versions.

With all these files in place (and organized thanks to the Smart Classification), finding what you need can seem overwhelming. FileCloud offers a federated search function, along with OCR text recognition (through Solr integration) that ensures you can find the files and data you need without struggle.

Security Settings

FileCloud offers built-in antivirus and malware protection through the content engine that scans all new files and folders for potential threats. Data at rest is also protected by AES 256-bit encryption and SSL/TLS protocols when in transit.

FileCloud admins can implement other protections in the form of file type, size, or IP address limits through the admin dashboard. This dashboard also provides information on connected devices, user activity, and file access history. When in doubt, admins can remotely block users or wipe data from remote devices. To protect against data loss, admins can also set up automatic backups.

User access is moderated through granular permissions, ensuring the right individuals or groups have access to the data they need, without exposing the platform to undue risk. Share link options preserve productivity alongside security, through password-protected share links, expiration dates, download limits, and the ability to revoke share links at any time.

Retention policies keep data safe from accidental deletion or alteration. These hierarchical policies can be applied according to file, folder, or metadata and offer specific limitations on file activities. Admins can specify the retention terms of the policies (delete after a certain amount of time, move to an archival folder, etc.) Data is retained and then properly archived or deleted, without relying on a specific person to manage the individual pieces of data.