Your business creates a vast amount of documents and other content every day – contracts, proposals, marketing materials, sales decks blog posts as well as training manuals, HR policies, etc. The content is frequently scattered across your electronic devices including Word documents on desktops cloud storage apps like Dropbox, OneDrive and Google Drive as well as file attachments within email, and even on your mobile phones. A reliable document management platform will ensure that your teams have access to the most current version of any document.
The ideal document management system should store all your documents in a single repository. This central location will eliminate the need to search for a particular file on your computer or mobile device, and lets you access it from any place at any time.
A DMS lets you track every change made to your documents. Complete version control allows you to easily access or reverse any changes made to a document, so that you never have to be concerned about employees working with outdated versions. This is particularly important for remote workers, who might use multiple devices and not be aware of the version of the document they are using.
A reliable DMS will automatically index all captured documents after they have been saved, ensuring they are swiftly and accurately accessible whenever you require them. This reduces the risk of errors that can occur from manual indexing, scanning and filing processes. Additionally to this, a DMS can also permit you to search based on the content Read More Here of your documents, rather than just the document name or title which makes them easier to find.