Document management software is a system that helps you organize documents efficiently as well as automating workflows for documents and increasing productivity. It helps you store data, manage and retrieve information quickly with features such as digitally stored files, OCR, indexing, tagging, search and collaboration capabilities. It offers a central repository to manage records, data, and files across multiple platforms and teams (e.g. ERP, CRM, Business Communication Systems and Team Portals).

Document Management Software Best practices

In the days of paper documentation, companies and organizations were burdened with the task of managing and storing thousands of hardcopies. Unorganized files and records particularly in fields with strict regulations, could be outdated, lost, or compromised by unauthorised persons.

It can also be a hassle to search for the right document. A document management system can help you to find quickly the document you’re looking for using its easy-to-use user interface. Users can find information and locate documents using metadata, titles, identifiers and other attributes.

Regardless of the size or complexity of your company, there are many benefits of using document management software. It helps you automate processes and reduce the number of steps required to improve efficiency and productivity across the entire team, from sales to quality assurance. It helps you improve security of data and adhere to regulatory standards with policies like archive and document retention, and audit trails. Additionally, you can cut down on space and costs by storing and digitizing documents electronically instead of in storage cabinets or filing rooms.

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