Document Management Systems (DMS) Services

Get a FREE Quote!

Back

Increasing Data Security and Efficiency with a Document Management System

In today’s digital world, it’s more important than ever to have a reliable system for managing your documents. A document management system (DMS) can help you organize, store, and access your documents from anywhere, at any time.

Businesses must pay close attention to their records management process to maintain compliance and properly manage contracts, legal filings, personnel files, and marketing materials. An effective DMS protects your company with data organization, transaction records, and increased productivity.

Record Nations helps businesses build a reliable document management system, giving you better control over your business documents and providing structured organization for your digital files. You will be able to automate workflow, streamline your operations, and improve data protection with our software.

Which Service is Right For You?

Use our FREE Records Wizard to find the right document scanning or records storage service for your project.

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.

Partnered with the Best

We are partnered with hundreds of partners nationwide providing you with the best, secure options in your area.

Contact us for a free quote today!

Reach out to our team today to discuss document management solutions. We're here to explore your options and guide you to the perfect service for your needs.

Why Choose Record Nations for a Document Management System?

Efficient Document Retrieval

Our DMS allows for quick and easy retrieval of documents, reducing the time spent searching for physical files or navigating through electronic folders. This enhances overall productivity. Additionally, it offers powerful search and indexing features through OCR scanning, making it easy to locate specific documents based on content, metadata, or keywords. This can save considerable time compared to manual searching.

Improved Collaboration

A DMS facilitates collaboration among team members by providing centralized access to documents. Multiple users can work on the same document simultaneously, ensuring everyone has access to the latest version. This ensures that users are working with the most recent and accurate information, minimizing errors and confusion.

Enhanced Security

DMS offers advanced security features, including access controls, encryption, user authentication, and redaction. It helps protect sensitive information and ensures that only authorized individuals can access specific documents.

Compliance and Regulatory Requirements

Our DMS helps organizations comply with industry regulations and standards by providing tools to manage and audit document access, changes, and retention policies.

Remote Access

DMS allows authorized users to access documents from anywhere, promoting remote work and collaboration among geographically dispersed teams.

Disaster Recovery and Backup

DMS provides a secure and centralized repository for documents, making it easier to implement disaster recovery plans and regular backups. This ensures business continuity in the event of data loss or system failures.

Workflow Automation

DMS can automate document-centric workflows, improving efficiency and reducing manual errors. Automated workflows can include tasks like approval processes, document routing, and notifications.

A Brief Overview of Record Nations' DMS

How Does a DMS Service Work Through Record Nations?

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 system.

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.

Accessibility Anywhere, Anytime

A document management system allows companies and their employees to access any of the data they need from anywhere with an internet connection. Your team members will be able to collaborate on projects and track updates.

Improved Security

A DMS combines multiple features to provide maximum security from both external, physical, and internal threats. With high-level encryption protocols, accessibility and version controls, and backups, your data will be protected at all times. 

Contact us for a free quote today!

Reach out to our team today to discuss document management solutions. We're here to explore your options and guide you to the perfect service for your needs.

See What Our Customers Are Saying

Marti
Cary, NC
"Good questions, efficient, quick to respond. I'm glad I reached out."
Elaine
Columbia, MD
"Representative was kind and displayed great customer service! my questions were easily answered."
Audra
Kansas City, KS
"Tobias was quick to call me after emailing in my interest. He quickly discovered my needs and set me up to speak with the best partner to help me. Great customer service. Would work with him again given the need."

Document Management System (DMS) FAQs

What kind of features does your DMS offer?

Open

A DMS offers a variety of features, and is not limited to:

1. Remote Access

2. OCR & Redaction

3. Access Controls

4. Version Controls

5. File Indexing and Search Functionalities

6. Data Encryption

How does a DMS service work?

Open

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 system.

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?

Open

You can manage any type of document you can scan in your DMS. 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?

Open

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?

Open

A DMS 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?

Open

Yes. You can index your files based on the retention date and your DMS 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?

Open

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.

Contact us for a free quote today!

Reach out to our team today to discuss document management solutions. We're here to explore your options and guide you to the perfect service for your needs.