A web-based document management system allows businesses to store, manage and organize files, as well as streamline workflows. It also simplifies remote working by allowing teams to access the same file at the same time, regardless of location. When choosing an online system for your company it is crucial to think about security and disaster recovery needs along with the ease of use and features needed. A DMS can come with features such as central storage, version http://www.boardroomworld.blog control, automation of processes and integration with an electronic signature service for contracts and agreements.
Look for a system with indexing and searching capabilities for metadata as well as full-text documents, including images. This allows you to locate virtually any document immediately which reduces the possibility of needing to recreate a document from scratch. Additionally the DMS should support scanning and converting paper documents into digital files to make it easier to access.
A DMS also ensures that all documents such as emails are kept in a central location. This reduces the time required for employees to access documents they require, increasing productivity. DMS software can streamline and automate processes, including document creation, review and approval, as well as distribution. This improves efficiency and decreases the chance of a project being late or not meeting deadlines.
A DMS should also allow collaboration on documents in order to maximize productivity. It is essential that multiple people can edit the same document at the same time and that chat functions are available to facilitate instant communication. It should also accommodate a variety of plugins and let users view the history of changes made to the document.