What is a Document Management System?



In today’s digital age, businesses generate an overwhelming amount of data and documents daily. Handling and organizing these physical documents can become a daunting task, leading to increased operational costs, lost productivity, and a lack of compliance. To address these challenges, Navetika presents an innovative solution with its cutting-edge Document Management System (DMS). This DMS transforms traditional, physical documents into a searchable online archive, enabling businesses to keep less paper and more digital records.

So, what exactly is a Document Management System (DMS)?

A document management system (DMS) is a software that helps organizations manage their documents. It provides a centralized, digital repository of documents that streamlines the manual, time-consuming processes related to paper-based document handling. A DMS offers secure storage, management, filing, searching and retrieval of electronic documents and images of paper-based information captured through a document scanner or other means.

In essence, a DMS is a practical solution to eliminating stacks of papers cluttering offices, while ensuring important information is readily available at one’s fingertips.

The core features of Navetika DMS:

  • Searchable document archive: Imagine having millions of documents at your disposal and being able to find any file you need within seconds. That is the power of a searchable archive. All documents (Word documents, Excel spreadsheets, PDF files, scanned documents) are indexed and made searchable based on the content, making it a breeze to find what you need, when you need it.
  • Document encryption and protection: Data security is paramount. Navetika’s DMS offers an additional encryption and protection of documents stored in the system. This security measure ensures that critical and sensitive information is only accessible to authorized individuals.
  • In-browser document editor: This feature allows users to modify documents directly within the DMS, eliminating the need to download and re-upload. The ability to edit in real-time and in the same interface ensures productivity and coherence between teams, as everyone has access to the latest version of a document.
  • Optical character recognition (OCR): A vital aspect of any DMS is the OCR feature. OCR technology transforms scanned or printed documents into machine-encoded text. This enriches the archive searchability – even text within images or scanned documents becomes searchable. This makes the retrieval process fast, efficient, and easy.
  • Email integration: To simplify the document ingestion process, the software provides an email integration feature. Users can send documents directly to the software via email, eliminating the need for manual uploading or file transfers.
  • Document approval workflow: Navetika’s DMS incorporates a workflow feature that streamlines the process of document approval. With this, you can set up a sequence of individuals or groups who need to approve a document before it progresses, adding efficiency and transparency to the approval process.


A document management system (DMS) is a valuable tool that can help you to improve the efficiency, security, and compliance of your document management processes. In this fast-paced digital era, the ability to manage documents effectively is crucial, and the introduction of a DMS system proves integral to advancements in workplace productivity and efficiency.


Navetika OÜ

Sakala 7-2, 10141 Tallinn – Estonia

Navetika DOOEL

1647 no. 22 A2/1, 1000 Skopje – N. Macedonia