Document Control System Requirements

Why do you need a DMS solution?

A document management software (DMS) solution helps you manage documents across your business for improved productivity and efficiency. It centralizes your files, so the right employees have instant access to the documents they need — when they need them. A DMS solution keeps your files secure, so you never have to worry about data being damaged or lost, and it ensures confidential, sensitive data is kept safe.

You need a DMS solution if you want to scale your organization cost-efficiently into the future. Paper-based systems no longer support growing businesses in the digital era. Only a DMS solution will ensure your organization maintains data quality and integrity as you grow.

If your business is bogged down by manual, paper-based processes or by employees wasting time searching for files stored on individual devices, a DMS solution is for you.

What is the most important DMS requirement?

The most important DMS requirement is security. Whether you need document management for specification management or simply going digital with paper files, DMS should offer security features such as a firewall, antivirus, and more. Only with the right security tools will your DMS solution be capable of keeping your data safe from malicious actors and potential ill-doers within your business. It should allow you to set permissions so you can rest assured only the appropriate parties have access to their relevant documents.

It should also exceed your various regulatory compliance requirements. Look for DMS solutions that include FDA, ISO, GxP, OSHA, and SQF standards.

How to choose a document management system:

Look for the following in document management software:

• Version control, including multi-user collaboration and review/approval routing
• Legally binding, compliant, electronic signatures
• Audit trails for a completely reportable document history
• Advanced searching of content, form data, and metadata
• The ability to create and track complaints, deviations, and support incidents
• Single sign-on
• Training management and change order management
• Extensive reporting functionality
• The ability to partition content by location if you have multiple sites
• Hyperlinking for creating relationships among documents with traceability

 
 
On Premises Document Management System Requirements:

Database Server

Web Server

Workstation