Document management platforms are a group of software tools and techniques that help to capture paper documents, a wide range of electronic files, and aid in the storage, retrieval, security and archiving of these assets. They can also automate manual processes like filing and approval.
People say that a document management system helps them better organize, search and share files. In addition, collaboration tools are beneficial to improve office productivity. Many systems also support eSignature, which makes it possible for users to legally sign documents using their smartphones or desktops. Certain systems let you work offline. This is useful when internet access is not accessible or is restricted.
The ability to manage revisions is a second important feature. This lets businesses track modifications, and even restore older versions of files. It also helps companies maintain compliance with both government and industry regulations. Certain of the top DMS software solutions feature advanced versioning, which keeps the original content intact when it’s modified.
In addition, the system must be able to support various formats and languages for files. This is essential since modern companies utilize many data assets in their daily operations. The best document management systems make it simple for users to find and retrieve the right documents, even when they do not know the exact identifier. They can accomplish this by allowing users to define partial search terms, like the unique identifier for the document and expected metadata.