Document management software allows companies to collect, organize, store, and retrieve files in any format. Its robust features facilitate seamless workflows and help reduce the manual data entry task. They also automate business processes. It also minimizes conflicting data errors, communication issues, and inefficient delays while allowing teams work more effectively.
Documents can be tagged to assist users organize information and locate it easily, regardless of whether they’re scanned or digitally sourced. This functionality streamlines the lifecycle of reference a document, with workflows that move it through predefined steps.
In an era where employees often work on projects outside of work–whether it’s for a customer meeting or project launch, or conference calls, document management systems provide a central repository that makes it easy to access and share files from any location. It also makes it easier to search across various devices such as cloud-based platforms, apps, or other platforms. This can be a lengthy process which can result in frustrated employees and missed opportunities.
Many document management applications offer an app for mobile devices that allows team members to quickly take information in remote locations, then sync the information to the central repository when internet connectivity is restored. Streamlined workflows with a secure interface, as well as an intuitive user interface can also help increase productivity. For example, the file-sharing platform Hightail offers an account for free and low-cost plans that are perfect for businesses that are creative and rely on large images or video files. It also supports offline mode, which means team members are able to work without an internet connection, and upload their updates when they return to work.