Tag: Document Management System

Your Document Management System (DMS) is not an Archive: Understanding the Implications

Are you tired of the challenges arising from scattered documents, time wasted searching, and reduced productivity? You are not alone; according to a McKinsey report, employees look for information for 1.8 hours per day. 9.3 hours per week on average! Today, some businesses rely on Document Management System (DMS) as an archive in today’s digitally advanced world. This article looks at what a document management system is, do you need one, the risk of seeing your DMS as your archive and what an electronic archive is, and how electronic archives are better than DMS. So let’s dive in   What is a Document Management System (DMS)?   If you use a computer system and software known as a document management system (DMS), you can store, manage, and track electronic documents and digital copies of scanned paper-based information. A DMS includes output systems, workflow, document repositories, gathering documents, and information retrieval systems.   Objectives of Document Management System   A document management system’s main benefit is its ability to digitally deliver the appropriate information in the form of documents to the appropriate individuals. Documents that must follow a strict review process should use this format. It supports the processes for : Creation Production Distribution Storage of documents   Typical Characteristics of a DMS Must be able to change quickly with changing needs and processes As business processes change, the archiving system should allow for swift adjustments. For instance, if a company restructures its departments, the archiving system should accommodate the reorganisation of documents to reflect the new structure.   Flexible organisation of files or search criteria Document management systems should offer the flexibility to organise files in a way that mirrors the organisation’s unique needs. For example, a marketing team might need to categorise assets by campaign date, target audience, and content type, enabling efficient retrieval.   Single storage, Multiple use A robust DMS allows documents to be stored in a central repository while being accessible for various purposes across the organisation. For instance, the legal department can also use a sales contract archived in the system for compliance review and by the finance team for invoicing, without needing separate copies.   Stored information can only be interpreted in an understandable way through the DMS: The data stored in the archiving system is often organised and formatted in a way that makes sense within the context of the Document Management System. The DMS manages the metadata, file relationships, and access controls to ensure the stored information remains coherent and interpretable.   The misconception of using DMS as an archive   Let’s now delve into the ways best electronic  Document Management Systems (DMS) adeptly handle the storage, management, and sharing of sensitive data in daily operations. However, it’s important to note that even with these capabilities, they cannot be equated to comprehensive electronic archives. We have covered SharePoint and Google Drive, providing a thorough understanding of their functionalities and limitations.   Microsoft SharePoint as a Document Management System   While Microsoft SharePoint is a widely utilised platform that effectively serves as both a collaboration tool and a Document Management System (DMS), there are limitations to its role as a comprehensive electronic archive. SharePoint facilitates document creation, management, and sharing within a centralised environment, making it exceptionally valuable for enhancing team productivity and streamlining document workflows. However, despite these strengths, there are key reasons why SharePoint might not fully suffice as an electronic archive:   Long-Term Preservation SharePoint’s primary focus is facilitating collaboration and real-time document management. While it offers version history and document retention capabilities, it may not provide the advanced archival features required for long-term preservation of records, ensuring their authenticity and integrity over extended periods.   Compliance and Regulatory Requirements Industries subject to specific regulations often demand rigorous archival practices. SharePoint might lack the specialised features, such as immutable records, detailed audit trails, and adherence to complex retention policies, that dedicated electronic archive solutions offer to meet these compliance needs.   Legal Admissibility Legal proceedings often require documents to be preserved in a tamper-proof state to ensure their authenticity. While SharePoint maintains document versions, it might not provide the evidentiary support required in legal contexts.   Data Volume and Scalability Electronic archives are designed to handle massive volumes of data over time. SharePoint’s performance might be affected when dealing with extensive historical data, impacting its responsiveness and efficiency.   The major risks of using your DMS as an archive   While DMS is vital for efficient document management, treating it as a comprehensive archive has several potential risks. We have discussed a few alarming ones below:   1. Cost and Storage DMS solutions require adequate server space and licences. As the volume of documents grows, costs escalate, making storing all documents within the DMS financially impractical.   2. Security Concerns DMS is optimised for document access and collaboration, often lacking the specialised security features of an archive. Sensitive documents may be exposed to unauthorised individuals.   3. Legal and Compliance Risks Archival requirements may not align with DMS capabilities, particularly in regulated industries. Compliance mandates a dedicated archive for long-term storage.   Implications of Storing Sensitive Information in a DMS Without Proper Security   Storing sensitive information in a Document Management System (DMS) without adequate security exposes the data to risks of unauthorised access, data breaches, and tampering. Without proper security measures, sensitive data could be accessed, modified, or leaked, leading to regulatory violations, legal liabilities, and damage to an organisation’s reputation   The solution to the shortcomings of the Document Management System Electronic Archive An Electronic Archive is a specialised repository for the long-term preservation of records and documents. It focuses on maintaining document authenticity, data integrity, and compliance over extended periods. Read our blog to learn more about qualified electronic archiving (QeA) and why it should concern you.    How to electronically archive documents   The two options for how to archive documents are as follows:   1. Archiving documents on your own property will require you