Document Management Systems (DMS) Services
Better Manage Your Documents With DMS via Record Nations
Managing documents can be tough. And as your business grows, so do the challenges of document management. But Record Nations can connect you with local experts who provide effective systems to manage documents.
Our trusted network of certified partners have document management systems that help businesses like yours simplify document management while increasing productivity, accessibility, security, and compliance. Want to automate workflows, streamline processes, and provide more structure? Ask Record Nations about our DMS services today so you can invest more time and energy into your business.
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We're here to help you explore your options and find the perfect service for your needs.
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The Document Management System Process
1. Assess Your Needs: Assess the type and volume of documents that need to be managed. Categorize the documents, determine their importance, and identify any unique requirements like document size, retention schedule, document quality, or security considerations.
2. Contact Record Nations: Fill out the form on our website or call us at (866) 385-3706. We’ll help you choose the right service and connect you with local DMS professionals.
3. Get Your Free Quote: The local providers will reach out to you with quotes, allowing you to make the right choice for your document management needs.
4. Schedule Your Service: Once you’ve chosen a DMS provider, you’ll schedule your service with them and prepare your documents for handoff.
5. Get Your Documents Processed: Once your chosen provider has your documents, they’ll process them and ensure all documents are properly indexed and categorized in the DMS. New documents can be added, and documents past their retention period can be destroyed.
Why Choose Record Nations?
Fast Turnaround
Get matched to a partner in 3-5 minutes. They will work with you to get a quote based on your specifications.
Nationwide Coverage
We have partners all over the United States and Canada.
20+ Years
Record Nations has over two decades of experience matching customers to the right services.
Partnered with the Best
We are partnered with thousands of partners nationwide providing you with the best, secure options in your area.
Frequently Asked Questions
What is a DMS?
A document management system (DMS) is a software solution designed to organize, store, manage, and track electronic documents and images of paper-based documents. It provides a centralized platform for capturing, storing, indexing, retrieving, and sharing documents within an organization.
What are the different DMS types?
Web-Based Systems
- Does not require self-implementation of a server system
- IT support and maintenance is available from provider
- Uses web browser from workstations to access local system
Cloud-Based Packages
- Operates using software run on host provider’s system
- Users access information via the internet after access is granted by the hosting provider
- Stored information and data is managed on the host’s servers rather than the user’s
- Typically subscription-based
Client-Server Systems
- Does not require internet to access the system
- Gives more room to refine and develop a more sophisticated and powerful management system
- Uses a local network of workstations (clients) to access system information stored on a central computer (server)
Database Packages
- Integrated with an underlying database package like SQL or Oracle
- Combines DMS with the database, providing more robust connections
- Can require additional computing horsepower to accommodate the packaged system
What kind of features does your DMS offer?
A DMS offers a variety of features, and is not limited to:
1. Remote Access
3. Access Controls
4. Version Controls
5. File Indexing and Search Functionalities
How does a DMS service work?
1. Contact Record Nations at (866) 385-3706 or fill out the form to start receiving free quotes on a DMS service from providers in your area.
2. Choose the provider that best fits your budget and requirements.
3. If you need scanning, your service provider will pick your documents up and scan them for you.
4. Your service provider will implement your scanned documents into your new DMS. They will be indexed and organized in the way you choose. If you already have an existing system, they will help you integrate your documents to your new document management software.
5. Stay informed about updates and new feautres provided by the service provider. Regularly update the system and perform maintenance tasks to ensure optimal performance.
What types of documents can be managed in the system?
You can manage any type of document you can scan in your software. From regular paper documents to blueprints to historical documents. You can scan, edit, and manage any type of document you need.
Is the DMS cloud-based or on-premises?
The type of DMS you choose will be based on your needs. We offer both cloud-based and on-premise options.
How secure is a DMS?
Document management software offers a variety of security features. To protect from internal threats, you can enable access controls. To protect from external threats, you can enable encryption and firewalls. In addition, our service providers follow all state and federal privacy regulations.
Can the DMS assist with document retention and disposal policies?
Yes. You can index your files based on the retention date and your document management software will automatically erase the file when the retention period is up. However, to fully protect your data, once your device is past its useful life, use hard drive destruction services. These will ensure the data is completely unrecoverable.
How much does a DMS cost?
The price of your DMS project will depend on several factors including if you need to scan your documents, integration with an old system, security features, and more. Your service provider will be able to provide you with an accurate price after you tell them your needs.
