A document management system (DMS) enables organizations to store, manage, and retrieve all organizational content and is a good fit for small-sized organizations. On the other hand, enterprise content management (ECM) software can offer all that a DMS has to offer and more! And it is ideally suited for large enterprises as it goes beyond storage and offers capabilities like content capture, business process management, and long-term archival. It enables organizations to completely digitize their operations while effectively managing content.

A document management solution can be considered appropriate for a department in an organization for its content storage and retrieval requirements. But from an organization-wide perspective, an enterprise content management solution is the go-to option where critical decisions are based on content, and you have to digitize large and complex business workflows and connect many applications and repositories.

NewgenONE Contextual Content Services Platform can be used for creating, capturing, managing, delivering, and archiving large volumes of documents. NewgenONE provides a highly scalable, unified repository for securely storing and managing enterprise content. It provides access to enterprise content directly and through integration with business applications. It also offers a centralized repository for enterprise documents and supports rights-based archival.

NewgenONE enterprise document management system supports both centralized and distributed scanning with policy-based upload. Manages the complete lifecycle of documents through record retention, storage, and retrieval policies. Supports exhaustive document and folder searches on date, indexes, and general parameters as well as full-text search on image and electronic documents.

Features of Newgen Document Management System

Centralized storage

Newgen’s enterprise document management system provides a cloud-based centralized repository that makes it easier for organizations to digitally store documents in standardized file structures and formats. Allows easy management, access, and retrieval of documents as and when required

Version control and auditability

Newgen’s document management solution enables users to keep track of changes that are being made to documents and leaves audit trails, permitting the reconstruction of actions taken on documents by individuals

Approval Workflows

Newgen’s document management system uses AI to route documents from one person to another through built-in content-centric linear workflow capabilities for quick approvals and reviews.

Security and access control

Newgen’s document management system provides an extra layer of control through granular access to documents. Stringent security policies and role-based access control prevent unauthorized users from accessing sensitive documents

Easy search and retrieval with Gen-AI

Electronic DMS allows easy search and retrieval of documents through intuitive search capabilities and prompt-based search capabilities through GenAI.

Disaster recovery

Any good DMS will have a disaster recovery plan. Digitally archived paper documents are protected from any disasters. Documents stored in a DMS cannot be lost or misfiled and can be easily located with cross-indexing.

Indexing

Newgen’s enterprise document management system uses GenAI to assign metadata to documents for easy storage and retrieval.

Centralized storage

Newgen’s enterprise document management system provides a cloud-based centralized repository that makes it easier for organizations to digitally store documents in standardized file structures and formats. Allows easy management, access, and retrieval of documents as and when required

Version control and auditability

Newgen’s document management solution enables users to keep track of changes that are being made to documents and leaves audit trails, permitting the reconstruction of actions taken on documents by individuals

Approval Workflows

Newgen’s document management system uses AI to route documents from one person to another through built-in content-centric linear workflow capabilities for quick approvals and reviews.

Security and access control

Newgen’s document management system provides an extra layer of control through granular access to documents. Stringent security policies and role-based access control prevent unauthorized users from accessing sensitive documents

Easy search and retrieval with Gen-AI

Electronic DMS allows easy search and retrieval of documents through intuitive search capabilities and prompt-based search capabilities through GenAI.

Disaster recovery

Any good DMS will have a disaster recovery plan. Digitally archived paper documents are protected from any disasters. Documents stored in a DMS cannot be lost or misfiled and can be easily located with cross-indexing.

Indexing

Newgen’s enterprise document management system uses GenAI to assign metadata to documents for easy storage and retrieval.

Organizations looking for an advanced content platform capable of scaling for heavy workloads and that need deployment flexibility and advanced automation and AI capabilities should consider Newgen.

The Forrester Wave™: Content Platforms, Q1 2025

Customers
logo
logo
logo
logo
logo
logo
logo
logo
logo
logo
logo
logo
logo
logo
logo
logo
logo
logo
logo
logo
logo
logo
Customer Speak
Quote Icon
Using NewgenONE solution, I can (easily) build a customization solution for our company on the platform instead of buying different end-point solutions that only solve one problem statement.
Using NewgenONE solution, I can (easily) build a customization solution for our company on the platform instead of buying different end-point solutions that only solve one problem statement.
Using NewgenONE solution, I can (easily) build a customization solution for our company on the platform instead of buying different end-point solutions that only solve one problem statement.

Bryan Wilken

Bryan Wilken

CIO & COO

Bank Midwest

Quote Icon
Newgen has proven to be a true partner in our efforts to improve our customers’ online account opening experience. The flexibility of their low-code platform allowed us to accommodate our three brands under one solution easily and made the implementation seamless.
Newgen has proven to be a true partner in our efforts to improve our customers’ online account opening experience. The flexibility of their low-code platform allowed us to accommodate our three brands under one solution easily and made the implementation seamless.
Newgen has proven to be a true partner in our efforts to improve our customers’ online account opening experience. The flexibility of their low-code platform allowed us to accommodate our three brands under one solution easily and made the implementation seamless.

Steven Gutierrez

Steven Gutierrez

Digital Onboarding Director – Deposits

Centennial Bank

Quote Icon
Newgen has the ability to automate many of the items that have a large compliance risk. With the implementation of these items my team has been able to improve compliance audits to above 98% consistently. As a business partner when there is a change needed Newgen tries to identify quick solutions to ensure the team continues to function to the high quality expected within the appeals department. Response time and root cause is above expectations with communication back to business within hours of submitting the concern.
Newgen has the ability to automate many of the items that have a large compliance risk. With the implementation of these items my team has been able to improve compliance audits to above 98% consistently. As a business partner when there is a change needed Newgen tries to identify quick solutions to ensure the team continues to function to the high quality expected within the appeals department. Response time and root cause is above expectations with communication back to business within hours of submitting the concern.
Newgen has the ability to automate many of the items that have a large compliance risk. With the implementation of these items my team has been able to improve compliance audits to above 98% consistently. As a business partner when there is a change needed Newgen tries to identify quick solutions to ensure the team continues to function to the high quality expected within the appeals department. Response time and root cause is above expectations with communication back to business within hours of submitting the concern.

Angela Perkins

Angela Perkins

Manager – Appeals and Grievances

Centene

Real Outcomes Across Industries
Recommended For You

Featured Image

Webinar: Accelerating Automation at Scale: Unleashing the Power of Low-Code Platforms

View Webinar →
Featured Image

Webinar: Move From Tactical to Transformational Automation

View Webinar →
Featured Image

Webinar: Leveraging Intelligent Automation for Enabling Responsive Business Processes

View Webinar →
Featured Image

Document Management System (DMS): Overcoming Challenges in Corporate Banking

View Blog →
Featured Image

Extracting Intelligent Insights Using Electronic Document Management System

View Blog →
Featured Image

Role of Document Management System in Digital Lockers

View Blog →
Featured Image

eBook: Modern Digital Records Management

View eBook →
Featured Image

eBook: 6 Signs Your Records Management System Needs a Digital Facelift

View eBook →
Featured Image

eBook: Digital Records Management – NRAA Compliance, and Beyond!

View eBook →
Featured Image

eBook: Selecting the Right Digital Partner for Your Records Management Needs

View eBook →
Featured Image

Analyst Report: The Forrester Wave™: Content Platforms, Q1 2023

View Analyst Report →
Featured Image

Analyst Report: The Total Economic Impact™ Of Newgen Software

View Analyst Report →
Featured Image

Analyst Report: State of Digital Transformation Research

View Analyst Report →
All you need to know about Document Management System

A Document Management System (DMS) is a digital solution that helps organizations securely capture, store, organize, and manage documents like PDFs, Word, Excel, and presentations. It enables version control, audit trails, collaboration, and quick retrieval, helping businesses reduce paper dependency, improve efficiency, and stay compliant.

With NewgenONE ECM Platform, enterprises gain a centralized, AI-powered repository to simplify document access and management for effective document management.

An Enterprise Document Management System scales DMS capabilities across departments, geographies, and high-volume operations. It provides a unified repository, role-based access, lifecycle policies, and integration with enterprise applications (ERP, CRM, core banking, etc.).

Newgen’s EDMS helps organizations manage millions of documents securely, while ensuring compliance and enabling anywhere-anytime access.

A DMS allows organizations to:

  • Capture and digitize paper/electronic files
  • Store documents in a centralized, secure repository
  • Enable version control and audit trails
  • Automate document approvals and workflows
  • Provide AI/GenAI-powered search and metadata tagging
  • Ensure compliance with retention policies and regulatory standards

In essence, it ensures the right people access the right information at the right time.

A DMS works through these steps:

  1. Capture – Ingest paper or digital files via scanning, email, mobile, or integrations
  2. Index & Tag – Apply metadata/AI-based classification
  3. Store – Save in a secure, centralized repository
  4. Manage – Control versions, access rights, and retention
  5. Retrieve – Search and access using metadata, keywords, or GenAI prompts
  6. Workflow – Route documents for approvals or actions
  7. Secure & Comply – Protect with encryption, audit trails, and compliance rules

Document automation is using technology to automate the document creation, management, and distribution process. It involves using software to extract information from various source documents, such as employee records, legal documents, questionnaires, and more, and inserting that extracted information into pre-defined document templates. The generated document is then distributed and managed using workflows and document management tools. Automation is widely used in industries that frequently need to assemble complex, data-driven documents. This allows organizations to minimize manual data entry and improve efficiency, consistency, and accuracy.

Businesses can benefit from document automation in several ways. Some common examples are:

  • Billing and invoice: It can simplify generating invoices, collecting payments, and managing billing information.
  • HR functions: It can help to manage employee onboarding, benefits enrolment, and other administrative tasks.
  • Banking and finance domain: It can ease the process of account opening, claim processing, financial reports, and statements.

Document workflow management defines how documents move through a process, who reviews, approves, or acts on them. By automating workflows, enterprises can ensure faster collaboration, reduced delays, and end-to-end visibility.

Newgen’s DMS enables intelligent, rule-based routing for approvals, reviews, and escalations, making workflows seamless and efficient.

Electronic Document Management (EDM) focuses on digitizing and managing documents electronically instead of physical storage. It involves scanning, indexing, storing, retrieving, and archiving documents in digital form.

Newgen’s EDM ensures secure access, disaster recovery, and compliance, eliminating risks associated with paper files.

  • DMS:  Primarily manages structured documents (PDFs, Word files, spreadsheets, etc.).
  • ECM: Broader in scope, managing all types of content, structured documents, emails, multimedia, web content, records, and more.

NewgenONE AI-first ECM platform extends DMS by unifying all enterprise content and embedding it seamlessly into business processes.

Document management helps organizations:

  • Digitize and centralize content for easy access
  • Improve efficiency by streamlining document workflows
  • Ensure regulatory compliance through versioning and audit trails
  • Enable remote collaboration and mobility
  • Safeguard documents with disaster recovery & archival

Newgen’s ECM ensures faster decision-making, lower operational costs, and enhanced customer and employee experiences.

When choosing a DMS, organizations should consider:

  • Security & compliance readiness
  • AI/GenAI-powered search and automation
  • Scalability for enterprise-wide adoption
  • Integration with ERP, CRM, core systems
  • User-friendly access across web and mobile
  • Lifecycle management (retention, archival, disposal)

NewgenONE ECM goes further with GenAI capabilities, low-code configurability, and omnichannel access, future-proofing document management for enterprises.

icon-angle icon-bars icon-times