The most effective document management systems allow companies to streamline and automate processes while increasing the security of information and team collaboration. They are suitable for any company that processes large volumes of paper or digital documents on a daily basis from small businesses to large corporations.
Document management systems store and safeguard documents in one central repository that is accessible to authorized users only. The repository could be on-premise or cloud-based according to the way you implement. The system can be used to manage documents over all stages of their lifecycle, including setting dates for when they are created, stored, moved or archived and eventually destroyed from the repository.
Modern document management systems can accept a variety of file formats, such as electronic documents directly uploaded to the platform, or paper files scanned in. They can also receive information from other applications, like CRM software. A majority of systems are capable of integrating with other applications for business so that the information they hold is automatically recorded into the platform.
Many systems apart from storing all these files and protecting them designed to make it easier for authorized users to a knockout post find them by using intelligent search functions. They can make use of metadata or other identifying characteristics that can help quickly locate the appropriate document. This can boost productivity and decrease time spent searching for documents. Some systems also have tools for collaborative work that allow teams to share and edit files in real-time with one other, which reduces the back-and-forth of editing through email threads.
