A document management system (DMS) automates the storage and retrieval of information, as well as the organization and sharing of information in a seamless digital ecosystem. It offers powerful capabilities to reduce the use of paper and loss of data, while also providing users with a well-organized workflow and enhanced security measures.
The most effective document management platforms are designed to be user-friendly, so that anyone can navigate the interface. They also feature advanced search features that speed the process of finding documents using metadata as well as content. The best DMS provides a range of plans and pricing to meet the needs of various organizations, from small teams that require basic storage for documents to large companies that require advanced features for managing documents.
One of the most important document management features is the ability to manage version control. When documents are shared via email or other file sharing explanation apps it can be difficult to track the most current version of a document and avoid confusion between collaborators. Using DMS software with the ability to control version, however, allows users to switch back to earlier versions, ensuring increased transparency and guaranteeing conformance.
A great DMS will have workflow tools that simplify common tasks. Fluix for instance, streamlines document workflows, allowing team members to capture and sync files even when offline. These documents are updated in the system once connected online. It also supports the eSignature format and can be used with Zapier to create workflows that automatically upload or update documents as they are modified.
