Document management is an essential element of your digital transformation. This involves the process of capturing and organizing documents and making them easily accessible throughout the company to boost productivity, lower costs, boost collaboration, guarantee compliance and improve the quality of data.

The primary tasks of document management is to establish guidelines and standards for the creation of documents, ensuring their status and control of versions and creating processes for reviewing and approving content. Document management also includes establishing an online repository that stores all documents and managing the document’s life cycle and establishing dates for documents that will be created, migrated and archived before being deleted. This helps reduce clutter and maximize storage space, while also ensuring that important documents don’t go unnoticed or misplaced.

Digital files are available in many different formats, from Word documents to images and PDFs. A document management system must be capable of handling this variety of file types which allows users to continue working uninterrupted using their preferred software. These solutions typically include robust tagging, categorization and search capabilities to identify the documents.

The best document management systems are designed with security in mind, securing confidential information from unauthorized parties and preventing the secrets of trade or new ideas from falling into the wrong hands. This is accomplished through various features that include secure access controls and encryption techniques. These systems can also create automated workflows that automatically forward documents to the stakeholder responsible to be reviewed by the stakeholder. This eliminates wasted time for employees to decide who should receive a document.

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