Document Management Software (DMS) is a system used to track and store electronic documents and/or images of paper documents, provide storage, versioning, metadata, security, as well as indexing and retrieval capabilities.
The need for Document Management:
Some of the most common reasons that make having a document management solution imperative:
- Searching for required information in documents is time consuming
- Managing changes and versions of documents requires a lot of effort
- E-mailing documents to collaborate creates inbox clutter
- Decentralized management of documents encourage unnecessary replication
- Share sensitive documents among limited people.
- Ongoing security and backup of documents.
Cyn.in for Document Management:
Cyn.in is an open source collaborative software that enables document management for small businesses and enterprises. Cyn.in's document management system provides storage, versioning, metadata, security, as well as indexing (for fast search) and retrieval capabilities enabling management of documents throughout their lifecycle, from creation to archival.
File Repositories in Cyn.in enables businesses to manage their files in central area, categorize them to make them easily searchable & organize files in a hierarchial manner using spaces.
Search for any document or content inside that document uploaded to the system, with the live Full Text Search. Advanced search allows users to selectively search for the document that they are searching for, based on authors, published date or categories.
The role based security and permission system makes your content within Cyn.in very secure. Only users with access to the content can view, edit or delete content.
Notification & Distribution
Update notifications are sent out to the responsible users making them aware of new or changed content. Cyn.in lets you easily distribute documents to select users via email.
Upload multiple files of any type to a file repository. Images, videos, files, pdfs can all be categorized and renamed in bulk. Workflow state can also be modified in a similar way.
Documents in Cyn.in can be automatically scheduled to archive to a different space using the rules and workflows. The archived documents will be made available to the admins only and will not appear in the search results, avoiding clutter.
Benefits of Cyn.in for Document Management:
- Central Storage of Electronic Documents
- Reduction of paper storage and lost documents
- Faster access to information
- Document Collaboration between users
- Improved control over documents and document-oriented processes
- Security over document access and modification
- Provide reliable and accurate audit trail
- Full Text searching for information in documents of any format
- Notifications every time new documents (or revisions) are added to the system by email, RSS, and Business Dashboards
- Track revisions of documents
- Zero Infrastructure requirements and cost
- Streamlining of time-consuming business processes
Try the Document Management Software features here