Document management software allows organizations to organize, collect and store files of any type. Its powerful features enable a seamless workflow and reduce the manual data entry task. They also automate business processes. It also reduces conflicting data or communication errors, as well as delay that is not productive while allowing teams to collaborate with confidence.
In the event that they’re obtained electronically or scanned into an electronic document management system, documents can be tagged with metadata that helps users categorize and locate information easily. This feature also simplifies the entire lifecycle of a document, with built-in workflows that automatically take it through pre-defined steps to ensure an easy transition.
In the modern world, where employees frequently work on projects outside of their office–whether it’s for a client meeting or a launch of a project, or conference call, document management systems provide a central repository that makes it easy to access and share files from any location. It also eliminates the need to search for files across various devices and apps or cloud-based platforms. This is a huge time-waster that could lead to lost opportunities and increased frustration.
Many document management systems have mobile applications that allow team members who are located in remote locations to quickly collect details, which are then synced to the central repository once internet connectivity is restored. Streamlined workflows with a secure interface, as well as an intuitive user interface can assist in increasing productivity. For instance, the file-sharing platform Hightail offers a free account and affordable plans that are perfect for creative companies that depend on large images or video files. It also supports offline mode, meaning that team members can work even without an internet connection and upload their changes after they return to the office.