Document Management Software

A good CMS portal can help the public dissemination of records & information to work in concert with an existing electronic records management system.

So how can this be accomplished? How can an organization make a useful online portal from their documents?

Many companies want to synchronize their document management efforts with a cms portal on the internet.

Here are a few things to consider:

Good search functions – Users want to search for documents just like they search Google…with text queries. This requires that your documents are all fully text searchable. When you put your documents into electronic format, you may need to use OCR software to achieve this.

Search engine optimized – The largest gains can be made here with the least amount of effort and biggest return on investment. Be sure to consult with a search engine optimization expert when putting disseminating your company documents to the public. A few tweaks in the template of your site can mean the difference between thousands of visitors finding your documents in Google every day, and a trickle of a few dozen per month if you use non-SEO-optimized database search.

Media storage – Some companies don’t put photos and videos and other resource intensive documents online for the public due to higher costs. Keep in mind the cost of storage and bandwidth is constantly decreasing and plan for the future where these may not cost anything at all or be so unsubstantial as to not be a factor.

A cms can be a good investment and can make company documents into a magnet that attracts visitors to the website. By providing good, indexable information for search engines like Google, a CMS is worth the cost and help a company with public relations.