The most effective document management systems allow businesses to simplify and automate processes while increasing the security of information and team collaboration. They can be used by any organization that deals with large quantities of digital or paper documents on a regular basis, from small businesses to large corporations.
Document management platforms store and protect files in a central repository that is accessible to authorized parties only. This repository can 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 documents are created, stored, moved or archived and eventually destroyed from the repository.
A modern document management system can handle several different types of file formats. These include electronic documents that are uploaded to the platform and paper files uploaded to the platform as scans and data capture from other applications like customer relationship management (CRM) software. Most document management systems can also integrate with other business applications to ensure that the data contained in them is automatically recorded on the platform.
In addition to storing and safeguarding all these files, a lot of systems are designed to make it easy for authorized users to locate them through smart search features that use metadata or other identifying characteristics to quickly find the proper document. This can increase productivity and decrease time spent looking for document management platforms files. Some systems also provide tools for collaborative work that allow teams to edit and share files in real-time with each other, reducing the back-and-forth of editing emails.