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A document management system (DMS) automates the storage and retrieval and sharing of data within an integrated digital ecosystem. It offers powerful capabilities that reduce paper use and data loss while empowering users with structured workflows with enhanced security features and streamlined processes.
The most efficient document management platforms are designed to be user-friendly, to allow anyone to easily navigate the interface. They also provide advanced search features which accelerate the process of finding documents using metadata, content and more. The best DMS solutions also provide a range of plan options and pricing models to suit various organizational requirements, ranging from small groups looking for basic storage for documents to large-scale enterprises with advanced features for managing documents.
One of the most essential features for managing documents is version control. When documents are shared by email or other file sharing applications it can be difficult to keep track of and avoid confusion between collaborators. Version control in DMS software lets users easily revert to previous versions. This increases transparency and helps ensure compliance.
A good DMS will include workflow tools that can automate routine tasks. Fluix, for example, simplifies workflows for document, letting team members capture and sync documents while offline. The documents are changed in the system when connected online. It also supports eSignatures and can be integrated with Zapier to create workflows that automatically upload or update the modified documents.