Document management software can be an effective tool for your business. It saves time by storing your documents in a central place, allowing users to easily access, view, and communicate them with your team members. It also helps to ensure security by blocking access by anyone who is not authorized to access your documents. This is especially important when your files contain payment information or trade secrets.
The top DMSs include a variety of security features to help keep your documents safe. They may include features such as secure encryption, password-protected log-ins and password-protected backup and audit logs. They also let you give permissions to users to edit and view which documents. Some software solutions also have built-in search functions so you can quickly locate documents by tagging them or indexing them with metadata.
Scalability and mobile access are also crucial features to consider before choosing a DMS. If your company expands in size, you’ll require a system that can handle the increasing amount of documents. Additionally, if your staff is often remote you require a system with a robust mobile application or web browser access so that they can work from anywhere.
A good DMS will also allow you to streamline your workflow by using automation capabilities. Imagine sending a signature form to clients, receiving an email when they sign, and then having the signed document automatically saved in the correct folder in your DMS. It will save you lots of time and also reduce manual error-prone processes, like forgetting to save the signed document in your client folder.