Types of document managers that exist

9 of April, 2025

The large market of document managers offers a wide range of possibilities, but it is worth noting that not all are suitable for a company. Choosing different types of document managers requires an in-depth analysis not only of commercial options, but also of the requirements that the company contemplates.

Characteristics, ease of use, providers, needs, among many others, are aspects that should be studied during the selection process. In this article, we want to talk about document management and what are the best programs to carry it out.

What are document managers or DMS?

DMS stands for Document Management System. Basically, a document management software is a digital solution focused on storage, archiving, and tracking of documents.

Document management is not a new concept at all. Back in the 80’s, some providers created software to help companies manage paper documents. Previously, documents were only stored in some user’s local file system, but the system of the different types of document managers has evolved into a system that can be managed from the cloud.

Through this, anyone who is part of the work team can access the documentation, edit it, and share it when necessary.

Benefits and advantages of implementing the use of document managers

• Allows time saving when searching and organizing information: All documents and information are stored in the same perfectly organized and detailed database.
• Guarantees suitable preservation of the company’s documentary heritage and its most sensitive and prominent information.
• Automation and optimization of administrative tasks and document management thanks to the development of workflows. In addition to this, the loss of documents is reduced and shared information is facilitated without needing the use of paper.
• Control of access to files. Different permissions can be set on documents based on the responsibilities, areas or collaborations of each user.
• Setting different life cycles for each document: This will allow you to preserve or destroy each document in a certain time in an encrypted and totally safe way. Thus, you will save space in your system always having only the documents that are of value.
• Offering security to customers due to the treatment given to the data they provide to the company, thus improving customer service and the provision of the services offered. In addition to being able to include different facilities such as the case of digital signature.

Types of document management systems

We can say that programs dedicated to document management are divided according to the type of hosting they have. This is one of the most frequent doubts when implementing this type of management; it should be kept in mind that the answer will always depend on each company and the confidentiality level of their data.

• On premise – internal servers: One of the most notable advantages of storing the document management software on the internal server is that it provides a higher level of security and greater control of the data system. However, the initial costs of implementation and maintenance are very high, as well as the infrastructure needed based on the volume of the documents worked on.
• Cloud computing – Document manager in the cloud: In this case specifically, the installation and maintenance of the document management software is much more economical, and the updates of this system are carried out in an automated way. An important advantage of this mode is that it allows access to the company’s documents from anywhere with an internet connection. Another benefit is that data is stored on remote servers, so it is not necessary to constantly back up.

In this way, you can notice the types of document managers on the market and choose the one that best suits your needs. Always starting from the benefits and advantages that this system can offer to your company and employees.

Document management software

Carry out and store all the document management of your employees through a single space safely and organized with a human resources software like Sesame.

Sesame is the document management software that organizes all human resources documents. It is a very well-designed and highly intuitive digital tool that will allow you to store work justifications, labor documents, and payroll. The latter can be uploaded to the cloud and will then be automatically sent to each employee’s folder.

These are just some of the features that the different types of document managers have. Undoubtedly, it is a program that greatly facilitates the level of document management of any company, no matter how small or large it may be.

Iris Serrador

People Partner | LinkedIn | | Web | +post

Customer-oriented, both internally and externally, specializing in the definition and implementation of HR policies, as well as talent management, recruitment, and retention. Strong leadership, communication, negotiation, organization, and team coordination skills. Over 12 years of experience in Human Resources.

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