Document Management Systems (DMS)
Document management focuses on storing, organising, securing, and controlling business documents. It ensures information is easy to find, properly governed, and compliant with policies and regulations.
Document management systems provide version control, access permissions, audit trails, retention rules, and secure archiving. They define who can access documents, which version is current, and how long records must be kept
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What is Document Management?
Document Management is how your organisation controls the flow of information – from the moment a document arrives, to the moment it’s stored, shared, or archived.
Instead of files being scattered across email, shared drives and filing cabinets, a Document Management System (DMS) brings everything into one organised, secure place.
What a Document Management System does.
A good DMS helps you to:
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Capture paper and digital documents consistently
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Store them safely in a central, searchable repository
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Keep clear version history so everyone works from the right copy
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Control who can view, edit or share each document
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Find what you need quickly using search and indexing
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Connect documents to other systems such as finance, HR or CRM
Why it matters
Effective Document Management reduces time spent searching, re-keying and chasing information. It improves compliance, lowers risk, and supports better decision-making.
You don’t have to go fully paperless to get the benefits. You just need a structured, sensible way to manage the documents your business relies on every day.
Document Management Systems: a representative snapshot.
The document management market is broad and diverse, with solutions designed for very different organisational needs. The products shown here — including M-Files, DocuWare, Box, Google Workspace, NetDocuments, eFileCabinet, and ELO ECM Suite — represent some of the most established and widely used platforms in the industry.
Each of these systems approaches document management differently. Some emphasise metadata and automation, others prioritise collaboration or compliance, and some are designed specifically for highly regulated environments. There is no “best” document management system — only the system that best fits your operational reality.
This table is intended as a sample comparison, not a definitive shortlist. While global vendors often lead in capability and scale, selecting a document management solution should always take local market conditions, data residency requirements, language, regulatory obligations, and support availability into account. Legislation, compliance expectations, and business practices vary by country and sector, and these factors can significantly influence long-term success.
A well-chosen document management system is one that aligns with how your organisation actually works — today and in the future — rather than one chosen purely on brand recognition or feature lists.
Some Popular Document Management Software DMS Solutions.
5 Things to do:
before you buy a Document Management Solution
Most organisations don’t seek a Document Management Solution out of curiosity. They do it because something isn’t working. Files are hard to find, paper is everywhere, and people waste time searching. No one quite trusts the information they’re using. Before you become a project manager and start planning timelines, demos, and rollouts, you need to become something else first ....
How do I know that I need Document management?
Do you need Document Scanning, Document Management, or Records Management — and how do you know the difference?
You likely need Document Capture if:
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Paper documents arrive daily and slow down your processes
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Image quality is inconsistent and causes re-work
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Documents must be scanned before they can be processed or approved
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Data from paper documents needs to feed digital systems
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The same documents are handled multiple times before being used
You likely need Records Management if:
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You don’t know what must be retained vs deleted
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Compliance or audits are a concern
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Regulations define retention periods
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Data is kept “just in case”
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Legal, HR, or financial records are hard to govern
You likely need Document Scanning if:
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Paper is piling up on desks or in trays
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Staff are scanning ad-hoc using multifunction printers
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Image quality varies and causes rework
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Documents arrive on paper before entering a digital process
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You want faster processing of invoices, forms or correspondence