Document management software: what it is and how to choose
Document management software brings together the tools to create, store, find, share and control an organisation's documents. DMS stands for Document Management System: when choosing one, what matters is search, versioning, permissions, expiry dates, signatures, approvals and traceability. IntraThor DMS delivers this with binders, OCR, advanced electronic signature, Microsoft 365 and ThorIA built in.
A guide to choosing document management software, from the features to check to managing documents with IntraThor DMS.
What is document management
Document management is the set of processes and tools used to create, store, find, share and control an organisation's documents.
Document management software and DMS are synonyms in common usage: DMS stands for Document Management System.
When choosing, check how the software handles:
- search, versioning and role-based permissions
- expiry dates and approval workflows
- signatures and change tracking
When you need a DMS
A DMS helps you control:
- document organisation and search
- document versioning
- expiry dates
- approval workflows
- permissions and change tracking
What to check in shared folders
- file search
- version control
- expiry date management
- document approvals
- granular permissions on each document
What document management software should have
Organisation
How are documents stored and controlled?
Search
How are documents found?
Versioning
Are document versions tracked?
Permissions
Are role-based permissions available?
Expiry dates
Can expiry dates be managed?
Signature
Which signature is supported?
Audit
Are changes tracked?
Approvals
Are approval workflows available?
Integrations
How can you collaborate on documents with other tools?
Microsoft 365
Is collaborative editing of Office files available?
How IntraThor DMS delivers
IntraThor DMS for document management organises documents in binders and includes OCR, versioning, expiry dates and approval workflows. The multi-level drive lets you edit Office files together with Microsoft 365 via WOPI.
To store and exchange files, discover IntraDrive, IntraThor's business cloud storage.
Compare IntraThor DMS with other document management software
It lets you:
- search, versioning and role-based permissions
- associate expiry dates, reference numbers and other fields
- sign with AES, phone OTP and hash log
- edit files with Microsoft 365 via WOPI
- manage versioning and approvals
ThorIA can:
- read and search files
- place them in the right binders and reorganise the drive
- manage the approval workflow
Permissions, signatures and traceability
When choosing, check:
Search, versioning, permissions, expiry dates, signatures and traceability are the elements to assess when choosing document management software.
Integration in IntraThor
IntraThor DMS is the document module of the IntraThor platform, with ThorIA built in.
Binders are organised by:
One portal
One login
Everything connected
Buying checklist
Unlimited users, companies and documents: no cost per user or per company. 64 GB of storage is included; if you need more, additional storage costs very little.
Frequently asked questions
What is document management?
It is the set of processes and tools used to create, store, find, share and control an organisation's documents.
What is the difference between document management software and a DMS?
In common usage they are synonyms: DMS is the acronym for Document Management System.
What should good document management software have?
Effective search, versioning, role-based permissions, expiry dates, approval workflows, signatures and change tracking.
Why isn't a shared folder enough?
Because folders do not track versions, expiry dates, approvals or granular permissions on each document.
Are there per-user costs?
Unlimited users, companies and documents: no cost per user or per company. 64 GB of storage is included; if you need more, additional storage costs very little.
IntraThor DMS software · Supplier qualification and documents · ThorIA, the business AI
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