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An online system for document management allows businesses to store, manage and organize files, and streamlines workflows. It facilitates remote working by team members working on the same document at the same time. When selecting an online system for your business it is crucial to consider the security and disaster recovery requirements in addition to the user-friendliness and features required. A DMS can come with features such as central storage in the form of version control, automated of processes and integration with an electronic signature service for agreements and contracts.
Find a system that has search and indexing capabilities for both metadata as well as full-text documents, such as images. This allows you to find almost any document in a matter of minutes without having to recreate documents from scratch. The DMS should also support scanning and converting documents from paper to digital files, which allows access to documents faster.
A DMS ensures that all documents, including emails are stored centrally. This makes it easier for users to access documents they require, which improves productivity. DMS software can streamline and automate processes, including document creation review and approval and distribution. This improves efficiency and reduces the chance of a project not meeting its schedule or falling behind the deadline.
In addition the DMS should allow collaboration on documents to maximize productivity. It is essential that multiple people can edit the same document simultaneously and that chat functionality is available for instant communication. It should also support several plugins and let users review the history of any changes made to a document to make it more visible.