The best document management software will help businesses simplify and automate their processes, while also improving security of information and team collaboration. These systems can be used by organizations that handle huge quantities of digital or paper files regularly as well as small businesses and global corporations.
Document management platforms store and protect documents in an online repository that is accessible to authorized parties only. This repository could be cloud based or on-premise depending on the method you choose to implement. The system can be used to manage documents over their entire lifecycle – setting dates for when they are created, stored, moved or archived before being removed from the repository.
A modern document management system can accept several different types of file formats – from electronic documents that are uploaded to the platform and paper files scanned into the platform, and data capture from external applications such as customer relationship management (CRM) software. Most document management systems can also be integrated with other business applications to ensure that information contained in the documents is automatically recorded on the platform.
Many systems apart from keeping all these files and protecting them designed to allow authorized users to locate them by using intelligent search functions. They can make use of metadata or any other identifying characteristics to help quickly locate the correct document. This can boost productivity and reduce the time spent searching for files. Some systems also provide tools for collaboration which allow teams to share and edit files in real-time, with each others, reducing the back and forth of editing through email threads.