What Makes A Great Data Management System?

Rohan Mathew

Updated on:

With the recent shift in paradigms, new technologies have been launched, and people are actively using the software that help them enhance the productivity rate. With this notion, it wouldn’t be wrong to say that notion of business and corporate trends has increased. Consequently, the need for proper documentation has enhanced because businesses have data to handle.

This is the prime reason that the document management system and document management system software has increased in demand and consumption. Sure, using the proper document management system is essential, but it can be pretty challenging to use, but all it demands is a little practice. Whenever there is a need for the development of document management system software arises, the notion of what’s important and what doesn’t start pouring in. So, in this article, we have outlined the factors that shape up the right DMS, have a look!

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Connectivity & Cloud Storage

Whenever the document management system is concerned, one needs to think about cloud storage because it’s crucial for optimizing effective functionality. That’s to say because you will need to upload files multiple ties. When it comes down to connectivity and file uploading, one needs to think about how, when, and where components of the DMS.

Usually, some systems are designed with integration of apps and browser access to ensure you can access the central hub. Some data management system software comes with limitations, so you can optimize the location, time, and choice of files to upload. The users need to think about what their needs and preferences are to ensure they can find a suitable system.


Businesses come with a wide range of documents, and all of them are available in paper formats. In this case, the DMS should be integrated with the scanning software to ensure you scan all the documents in paper format and move them to the central location. The scanning capability is pretty beneficial for businesses that have multiple document exchanges.

With this being said, the businesses can scan the documents in paper format to ensure no bit of information is compromised. While you are thinking about the scanning capability, make sure you think about which technology you will use to optimize this function. It is better to go with optical character recognition because it has been designed with intelligent character recognition.

Metadata Function

The Open Source document management system should be integrated with the imperative and robust search feature. With this feature, the users will be empowered to find the documents without compromising on convenience and efficiency. Even more, one needs to think about the integration of metadata function. The metadata function allows the users to create the ID in the background for the central location. The search feature, topped with metadata function, empowers the users to find the right document at the right time.

Document Creator & Editor

When it comes down to the data management system, the built-in document editor and creator is an optimal function to add. With this feature, the users can make revisions and additions in the documents, so you don’t have to open and download the documents in different programs or computer systems. In addition, you will be able to create new documents as well, topped with proper version control, so there are no compromises on the effectiveness of the document.

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Version Control

Version control is one of the most important features that should be integrated into the document management system software. This feature allows the users to check the changes that have been made to the document, in addition to the location and time of the changes. In addition, the users will get a proper overview of the document and how it changed with time. In addition, the users can access the old versions of the document, without compromising information.


While designing the data management system, you need to promise that it comes with the permission system. The permission management allows the users to maintain the integrity of the data. In addition, it ensures that your important business files are not compromised, deleted, or moved by accident.

Universal Support

Usually, businesses share data and information through word documents or excel spreadsheets. However, there might be some videos and images. So, the data management system must have universal file support, so you can use any file without compromising on the functionality.