Your company produces a huge amount of documents and other content every day like proposals, contracts, sales decks, marketing material blog posts as well as training guides, HR guidelines, etc. These documents are scattered across all your digital devices, which includes Word documents on your desktops as well as cloud storage apps like Dropbox, OneDrive, and Google Drive. It can be included in email attachments and mobile phones. Selecting the right document management platform will ensure that your teams have access to the most recent version of a document.
A good document management system should store all your documents in a single repository. This central location eliminates having to search for a specific file on your device or computer device, and gives you access anytime, from any location.
A DMS allows you to keep track of every change made to your documents. You can easily access and reverse any changes to a file by ensuring that the file is completely version-controlled. This means that you don’t have to worry about employees working with outdated versions. This feature is especially important for remote workers who may have multiple devices and not know what version of the document they are using.
A reliable DMS will index all captured documents automatically once they are saved, which means they can be quickly and precisely retrieved whenever you require them. This minimizes the chance of errors resulting from manual indexing scanning, filing and indexing processes. A DMS lets you search by content of documents and not just title or name, making it easier to locate documents.