Document management software is a powerful tool to have for your business. It saves time by storing your documents in a central location, which allows users to easily access, view, and communicate them with your team members. It also provides security by blocking access by anyone who is not authorized to access your documents. This is especially important if you have client payment information or trade secrets stored in your documents.
The top DMSs offer a variety security features to help keep your documents secure. They may include secure encryption, password-protected login, audit logs and backup features. You can also define permissions for who can edit or view which documents. Certain solutions have search features built in so you can find documents quickly by tag them or indexing them with metadata.
Other features to consider when selecting a DMS are its scalability and accessibility to mobile devices. If your business is growing, you’ll need an option that will adapt to the demands of your business and accommodate the increasing amount of documents you have to store. If your team works remotely often it is essential to have a system that has an efficient mobile application or web browser access, so they can work from any location.
A reliable DMS should also enable you to streamline your workflows through automation capabilities. Imagine sending the signature form to your clients and then receiving a confirmation once they sign. The document is automatically saved into the correct folder in your DMS. This would save you time and minimize the chance of errors made by hand such as omitting to save a signed document to a client folder.