Every day, your company creates massive quantities of documents and other content- contracts proposals, sales decks, contracts, marketing material, blog posts, HR guidelines, training manuals, etc. These documents are spread across all your digital devices, which includes Word files on desktops and cloud storage apps like Dropbox, OneDrive, and Google Drive. It can also be found in email attachments, and on mobile phones. The right document management platform will ensure that all your teams have access to the most current version of any document.
Idealy, a document-management system will keep your files in one central repository. This central repository will eliminate the need to locate the exact file on your device or computer and enables access from any place, at any time.
A DMS allows you to track all changes made over time to your documents. Complete version control lets you easily access or roll back any changes made to a document, so that you don’t have to worry about employees working on outdated versions. This feature is especially crucial for remote workers who have multiple devices, and may not be sure what version of the document they are working on.
A reliable DMS will index all saved documents automatically when they’re saved, ensuring that they can be swiftly and accurately retrieved when you require them. This decreases the risk of errors resulting from manual indexing scanning, filing and indexing processes. A DMS allows you to search by content of the document, not just title or name which makes it easier to find documents.
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