Document Management Software
Documents only create value when they are accessible, controlled, and trustworthy.
Nova Era’s Document Management Software helps your organization transform documents from a scattered and high-risk state into a centralized system for storage, version control, workflows, security, and access management.
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About the Enterprise Document Management Software (DMS)
A Document Management System (DMS) is an enterprise solution for managing the entire document lifecycle—from storage and classification to versioning, workflow, search, access control, and archiving.
This system ensures that documents are maintained in a structured, secure, and traceable environment, approval processes are transparent, and authorized users can access the correct version of each document without complexity.
The result is reduced errors, elimination of redundant work, improved data security, and the transformation of documents into a reliable organizational asset.
Features of the DMS Software
Document Management, Storage & Versioning
- Centralized storage, classification, versioning, and sharing of documents
- Dedicated storage spaces for departments or workgroups without limitation
- Single or bulk document upload
- Drag & drop upload functionality
- Upload large volumes of documents via Windows Explorer
- Support for multiple file formats (Microsoft Office, PDF, CAD drawings, etc.)
- Simple and controlled document sharing
- Define unlimited tags with multiple data types (text, date, numeric, currency, etc.)
- Classify documents from general to confidential levels
- Combine multiple documents into files or subcategories
- Customize document list display
- Group, filter, and sort documents globally or based on user preferences
- Add annotations to documents
- View Office files directly in the browser without local installation
- Define full document lifecycle (creation → retirement → archive → deletion)
Advanced Version Control
- Advanced versioning system
- Support for major and minor versions
- Restore previous versions in case of errors or incomplete releases
- Full change history tracking (what changed, by whom, and when)
- Compare document versions with detailed difference tracking
- Follow documents to receive updates
- Notifications via email and SMS for document changes
Access Control & Governance
- Restrict file types and extensions for uploads
- Define document statuses (e.g., reserved, borrowed, archived)
- Use binders (document collections) to group related documents and reduce redundant tagging
- Classify users based on roles, departments, and other criteria
- Define document distribution rules
- Automated document naming and coding based on predefined patterns
- Electronic inbox for tracking document creation, updates, approvals, and publishing
- Define information policies and governance rules for documents
- Create different content types for assigning structured metadata to similar documents
- Assign a unique identifier (ID) to each document
- Allow document rating and evaluation
- Generate labels and barcodes for documents
Document Workflow Management
- Define workflows for document approval and authorization
- Predefined workflows (e.g., print requests, change requests, etc.)
- Ability to create ad-hoc workflows quickly
- Track workflow history across all stages for authorized users
- Modify workflows dynamically when needed
- Route documents across workflow stages (review, approval, publishing, etc.)
Search & Retrieval
- Search documents based on creation date and modification ranges
- Search by document creator or editor
- Search recently modified documents
- Thumbnail preview of documents in search results
- Define access permissions (read, edit, delete) per document
- Compare documents
- Workflow automation integration
- Recover deleted documents at multiple levels (site level and collection level)
- Advanced tagging system with full tag-based search
- Define document registers and numbering templates
- Approve, reject, or publish documents by authorized users
- Direct archiving of employee-related documents from the HR system
Collaboration & Integration
- Manage documents through Windows Explorer–like interface
- Integration with Microsoft OneDrive for easier access
- Integration with Microsoft Skype for Business
- Access documents via Microsoft Outlook for authorized users
- Integration with email systems
- Integration with SMS systems
- Future integration with other modules such as project management, meeting management, and task management
- Connectivity with multiple databases for dynamic tag selection
Reporting & Analytics
- Generate various reports based on documents, keywords, and associated tags