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The most effective document management software will help businesses simplify and automate their processes, while improving security and team collaboration. These systems can be utilized by companies that handle large quantities of digital or paper documents regularly, including small businesses and global corporations.
Document management platforms store and protect files in one central repository that is accessible to authorized users only. This repository could be cloud-based or on premises depending on the method you choose to implement it. The system can handle documents throughout their lifecycle, setting dates for when documents are created, archived or migrated, or destroyed.
Modern document management systems can accept different formats for files, including electronic documents that can be directly uploaded to the platform as well as paper files that are scanned into. They can also receive information from other applications such as CRM software. The majority of document management systems also integrate with other business applications to ensure that the information contained within them is automatically recorded on the platform.
Many systems are not only capable of storing all these files and securing them designed to allow authorized users to locate them with smart search features. They can make use of metadata or other identifying characteristics that will help quickly locate the right document. This can increase productivity and reduce the time spent searching for documents. Certain systems offer tools to facilitate collaborative work. This lets teams edit and share files in real time which eliminates the back and forth of email threads.