Your business produces a significant number of documents and content every day including proposals, contracts sales decks, marketing material blog posts training manuals, HR guidelines, etc. The contents are typically scattered across your digital devices such as Word documents on your desktops, cloud storage apps such as Dropbox, OneDrive and Google Drive, file attachments in emails, and on your mobile phones. Selecting the right document management software ensures that your team members always have access to the latest version of a document.
A good document management system should store all your documents in a single repository. This central repository removes the need to search for a specific file on your computer or device and lets you access it from any place, at any time.
With a DMS, you can also track all the modifications to your documents over time. Complete version control lets you easily access and roll back any changes made to documents so that you don’t have to be concerned about employees working with outdated versions. This feature is crucial for remote workers, who may use multiple devices and not know which version of the document they are using.
A reliable DMS will index all saved documents automatically after they’re saved, making sure they are quickly and precisely retrieved whenever you need them. This helps reduce the risk of errors caused by manual filing scans and indexing procedures. Additionally to this, a DMS can also allow you to search for the contents of your documents, not just the name of the document or title, making them easier to locate.