The best document management systems help companies manage their digital information more effectively. They enable users to keep on top of revisions, changes and versions, so that they can identify the appropriate version for a particular need and also stop the accidental creation of duplicate files or duplicate documents. The ability to create subversions allows teams and individuals to take a file in new directions without affecting the development of the main document.
Documents can be in many forms that range from printed or handwritten manuscripts to digital files that are stored on electronic devices. But all of these documents contain crucial information and data about the way a company functions and who it collaborates with and what its products are and what projects are currently in the process of being completed. Effective document management will ensure that data is secure over the long-term.
Documents are essential to most organizational processes, whether they’re in electronic or paper form. A sales team for instance, could need to access important contracts and presentations while on the go. Up until recently, confidential documents had been stored in safes and filing cabinets to protect unauthorised access or manipulation.
A document management system is a great way to store and retrieve information in the digital age. A central repository enables easy access from any location, while templates that are pre-formatted and categorize documents aid in compliance with regulatory guidelines (such as ISO 9001 document control, FDA, GDPR, and HIPAA). Automation, improved search capabilities, categorization and tagging, and automated retrieval tools allow for a faster view of information.
