The best document management systems aid companies to streamline and automate processes, while improving security and team collaboration. They are suitable for any organization that handles large quantities of paper or digital documents on a daily basis from small-scale businesses to large-scale enterprises.
Document management systems store and safeguard files in an online repository that is accessible to authorized individuals only. This repository could be on-premise or cloud-based depending on the method you choose to implement. The system can manage documents throughout their lifecycle, setting dates for when documents are created, archived, migrated, or destroyed.
Modern document management systems can accept a variety of file formats, such as electronic documents that can be directly uploaded to the platform, or scans of paper files. They can also receive information from other applications, like CRM software. The majority of systems are also capable of integrating with other business apps so that the data they hold is automatically recorded into the platform.
In addition to storing and safeguarding the files, many systems are designed to make it easy for authorized users to locate them via smart search functions that can make use of metadata or other identifying characteristics to quickly locate the right document. This can improve productivity and reduce the time spent searching for documents. Some systems have tools for collaborative work. This lets teams edit and share files in real time without the back and forth of emails.
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