The most effective document management software allows businesses streamline and automate processes, while improving information security and boosting team collaboration. They can be utilized by any organization that deals with large volumes of digital or paper documents on a daily basis from small companies to global enterprises.
Document management platforms secure and store documents in a central repository, which is accessible only to authorized parties. This repository can be on-premise or cloud-based depending on the method you choose to implement. The system can be utilized to manage documents throughout all stages of their lifecycle, including setting dates for when they are created, stored, moved or archived and eventually destroyed from the repository.
A modern document management system can handle various types of file formats. These range from electronic documents that are directly uploaded to the platform and paper files integrated into the platform, and data capture from external applications like customer relationship management (CRM) software. The majority of document management systems also be integrated with other applications for business so that the information contained within the documents is automatically recorded on the platform.
Many systems apart from storing all these files and secure them, are designed to make it easier for authorized users to find them using smart search functions. They can make use of metadata or any other identifiable characteristics that will help quickly locate the right document. This can boost efficiency and reduce the time spent searching for files. Certain systems also offer tools for collaborative work, allowing teams to edit and share files in real-time with each other, which reduces the back-and-forth of editing emails.