Document Management Platforms

The most effective document management software allows businesses to simplify and automate their processes, while improving security and team collaboration. These systems can be used by companies that handle massive amounts of digital or paper files regularly including small-scale businesses and global corporations.

Document management systems are secure and store files in a central repository, which is only accessible to authorized parties. This repository could be on-premise or cloud-based depending on the method you choose to implement. The system can be used to manage documents through their entire lifecycle, including dates for when they are created, stored, migrated or archived and eventually destroyed from the repository.

A modern document management system can accept several different types of file formats. These include electronic documents that are directly uploaded to the platform or paper files integrated into the platform, and data capture from external applications like customer relationship management (CRM) software. A majority of systems are able to integrate with other business applications to ensure that the information they contain is automatically recorded into the platform.

In addition to storing and protecting all these files, many systems are designed to make it simple for authorized users to locate them via smart search functions that can make use of metadata or other identifying features to quickly locate the appropriate document. This can improve productivity and decrease the amount of time spent searching for files. Some systems offer tools for collaborative work. This lets teams edit and share files in real time and eliminate the back-and-forth of emails.

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