http://www.boardroomworld.blog/how-to-start-the-working-environment-with-data-room-for-real-estate
A Document Management System (DMS) is a central repository where documents and information are stored for efficient retrieval by authorized users. Modern systems come with a powerful search feature which lets documents be located quickly and easily. They can also help manage the compliance requirements when it comes to sensitive information. A DMS has many advantages over the traditional filing cabinet or file server, and is capable of adapting to the needs of an organization as its requirements for managing content evolve.
Getting Started
A reliable online solution for document management will start by taking your existing documents, records, and data by scanning or saving attachments from emails. Your digital files will then be indexed using metadata which makes them easier to find for authorized users. This is a superior alternative to putting paper in a folder or filing system that does not have a clear process for indexing, and it will save you a lot of time by allowing quicker access to your documents.
Version Control
If a document has to go through multiple rounds of internal and external review it’s very easy to forget which version is the most current. A DMS can help in this regard by establishing the same naming convention, that informs all project members that the document is the most recent version. It is also able to archive older versions in the event of need while making accessible to anyone who requires them for any reason.
Collaboration: Choose an DMS that lets employees work on the same document at the same time. This is a standard requirement for many businesses, and it can improve collaboration if real-time collaboration is permitted. Other features for collaboration to consider include plugins to integrate with other tools, chat features and control options for who can access a particular file. A DMS must also provide secure storage for sensitive data that is compliant with industry standard. This includes recurring 24 hour data back up, secure Amazon Web servers with 256-AES bank-grade encryption, as well as storage with multiple physical and artificial points of presence.