Compare file version in Stellent document management system

Compared with other document management systems (DMS), Stellent DMS is better at helping you to manage your business documents. The question is: What should you look for in a DMS?

• Compare file versions in Xerox Docushare with Compare Suite and integration with command line interface

Document Management System or DMS is often times termed as File Management System (FMS). What it does is to help you to effectively administer the storage and retrieval of important business documents, or any information that are stored on paper, scanned, or archived electronically that are subject to revision. It also helps you better manage the approval and versioning of these documents. Stellent DMS can enable you to effectively and efficiently manage business documents.

DMS specifically applies when you need to manage business documents and other images all throughout their lifecycle. Sometimes business documents are being stored for a number of years, and sometimes, these documents are deleted immediately or after a short period of time.

You need to look for a DMS that fits your specific requirements. Also, consider if it is user-friendly or within your budget. Since there are many DMS available in the market today, you will have to ensure that the DMS you choose has the specifications that suit your very needs. If you want to know what to consider in a DMS, you can start by looking at the following features listed below.

Since more and more people today use Microsoft Word, search for a document management system based on similar environment. Through this, it will be very easy for you to learn and navigate. Another very important feature is the ability of DMS to be accessed by authorized personnel. Stellent document management system has this feature. Just imagine if 10 or more people are granted access to modify and manipulate company data. This is a nightmare for many businesses.

Another tip is to look for a web-based DMS with a “document search” offering, allowing you to browse the Internet to search, recover, and revise business records in real-time. Depending on how often you will have to revise your documents, you may realize that a DMS using “pay-per-use” method is actually working for you. For a good number of applications, this pricing model is most cost effective.

Look for a DMS that will allow you to modify existing data in the system or that will allow you to create new documents. To control the modifications made in files one can use a third-party file compare tool. If you are using a web-based DMS, look for a company that makes use of robust servers that have the capability to store all business documents in a very secure environment where only authorized persons can access the system.

Stellent document management system is able to monitor all the different versions of a business document. So, you have to look for this feature, and also, whether the DMS can time stamp history of any revisions that are made. Other important features include the ability of a DMS to associate documents to certain pages in websites and to delete content records, such as PDF, HTML, Text, and Image.

DMS, surprisingly not being used by majority of businesses yet, is becoming a very crucial component of a business’s contingency efforts. Natural disasters, like fires, floods, or electrical failures can wipe out business documents not DMS-protected. If you’re looking for DMS that suits your business need, go for Stellent DMS.

The Compare Suite can be integrated with other document management systems using command line interface.