Every day, your company creates huge amounts of documents and content- contracts and proposals, sales decks, marketing material, blog posts HR guidelines, training guides, etc. The content is often scattered across your digital devices and devices – Word documents on desktops cloud storage apps such as Dropbox, OneDrive and Google Drive and file attachments in email, and even on your mobile phones. The right document management system will ensure that all your teams have access to the latest version of any document.
A document-management system will keep your files in one central repository. This central location eliminates the need to find a specific file on your device or computer and allows access anywhere, at any time.
With a DMS it is possible to keep track of any changes to your documents over time. You can easily access and reverse any changes to a file with complete version control. This way, you don’t have to worry about employees working with outdated versions.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 which version of the document they are using.
A reliable DMS will index all captured documents automatically when they’re saved, ensuring they can be quickly and precisely retrieved when you require them. This minimizes the chance of error from manual indexing scanning, filing and scanning processes. A DMS allows you to search by content of the document not just by name or title which makes it easier to locate documents.
