Document management platforms are tools and technologies that capture paper documents and a variety of electronic files. They also aid in managing storage, retrieval, and security of these documents. They also can automate manual processes like filing and approval.
Users say that a document management system lets them better organize, locate and share documents. Collaboration features can also assist in improving productivity in the office. Many systems also support eSignature, which makes it possible for people to legally sign documents from their smartphones or desktops. Some systems let you work offline. This is beneficial in situations where the internet is not available or is limited.
The ability to manage revisions is an additional important feature. This lets businesses monitor changes and restore older versions of files. It also assists companies in maintaining conformity with government and industry regulations. Certain of the top DMS software solutions offer advanced versioning, which helps keep the original content intact even when it is modified.
The system should also be able to support multiple file formats and languages. This is crucial because modern organizations use various information assets for their day-today operations. The best document management software makes it easy for users, even if they don’t have the exact identifier of the file, to search and retrieve files. This is done by allowing users the ability to specify partial search criteria, like the unique identification of the document as well as expected metadata.