Choosing the Right Document Management Platforms for Your Business
Your business produces a large number of documents and related content every day like proposals, contracts, marketing materials, sales decks, blog posts as well as training manuals, HR guidelines, etc. The contents are typically scattered across your digital devices – Word documents on desktops, cloud storage apps such as Dropbox, OneDrive and Google Drive and file attachments in email, and on your mobile phones. A good document management system will ensure that all your teams have access to the most current version of any document.
A document-management system will keep your files in one repository. This central repository eliminates the need to search for a specific file on your laptop or mobile device, and permits access from any place at any time.
A DMS allows you to keep track of any changes made to your documents. Complete version control allows you to easily access and roll back any edits made to documents so that you never have to be concerned about employees working with outdated versions. This feature is particularly important for remote workers who have multiple devices and may not know which version of the document they are working with.
A good DMS will index all captured documents automatically when they are saved, which means that they can be swiftly and accurately retrieved when you require them. This reduces the chance of mistakes resulting from manual filing scanning, indexing and scanning processes. In addition to this, a DMS can also permit you to search for the content of your documents, not only the document’s name or title, making them easier to locate.