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Document management systems are software that automatize processes related to documents that reduce manual effort while improving productivity for users and organizations. They also improve security and compliance by enabling the storage of documents electronically, eliminating documents that are paper-based and can be lost or stolen. They provide a central repository of information that allows stakeholders access, collaborate, and share documents from any location regardless of the device that is used.
Document archiving, access controls and audit trails can provide better data security, and help to stop sensitive information from falling into unintentional hands. Some advanced DMS systems offer eSignature functions to improve business processes, guard against fraud and inaccurate document alteration and support regulatory compliance by tracking acknowledgement of document changes and receipt of documents.
Search capabilities built into DMS enable employees to find files quickly, even if they are they are stored in multiple locations or containing many tags. Metadata management tools collect and organize data on each file, including the author, version and name. The ability to quickly find specific content in a document is also enhanced through full-text searches or text highlighting. the use of artificial intelligence and machine-learning technologies.
Document management tools that are mobile-friendly are crucial for today’s remote workforce, allowing employees to access and edit documents no matter if they are at the office, traveling or working at home. DMS solutions with the best integration capabilities are able to work seamlessly with other tools for business, such as workflow automation software or CRM software.