Document Management System (DMS)
What is a Document Management System?
Document management systems are a software solution designed to help streamline the management of recruitment documents and files that are generated during the recruitment process. While there are offline document management systems for use with paper documents, this is less applicable in modern recruitment campaigns.
An electronic document management system offers a central platform for storing, organising, accessing, and sharing important documents such as resumes, applications, contracts, compliance forms, employee records, and candidate related correspondence. Centralising the records management in this way can help streamline workflow management within recruitment campaigns.
Key Features of Document Management Software
A document management software helps to streamline document management processes, improve collaboration between recruiters, and enhances productivity. Its key features include:
Document Storage and Organisation
Not only do document management solutions store files, it will organise them into folders, categories, or tags, based on parameters that you choose. Additionally, there is likely to be version control, so that recruiters can always access the latest version and view previous versions as necessary.
Advanced Search Functionality
Within document management systems, there are robust search capabilities in order to facilitate quick and easy information retrieval. Search can be done based on keywords, metadata, or content, which streamlines retrieval and means that recruiters can track electronic documents without having to manually sort through individual files.
Security features
User permissions, access controls, encryption, and audit trails are a few of the features that document management systems will have in order to protect sensitive data from unauthorised access.
Integration with ATS and RMS
Seamless integration with applicant tracking systems and recruitment management systems means that recruiters can access candidate documents from from other recruitment platforms and maintain a comprehensive view of candidates.
Reporting/Analytics
Recruitment agencies can use the analytics features in order to track document usage, access patterns, document history, and document metrics. They can then use this information to make data driven decisions on how to best improve business processes and the recruitment process as a whole.