A document management system (DMS) automates the storage, organization, retrieval and sharing of information within a seamless digital ecosystem. It has powerful capabilities that reduce paper use and data loss while empowering users with structured workflows, enhanced security measures, and more efficient processes.
The best document management platforms concentrate on user-friendliness to ensure everyone can navigate the interface easily. They also have advanced search features that speed up the process of searching for documents via metadata, content, and more. The best DMS provides a range of plans and pricing options to meet the needs of various organizations, from small teams that require basic document storage, to large enterprises that require advanced document management features.
Version control is one of the most crucial features in document management. When documents are shared via email or other file-sharing applications, it can become difficult to track the most current version of a document and prevent confusion between collaborators. Version control in DMS software allows users to quickly revert back to previous versions. This increases transparency and ensures Data Security compliance.
Alongside robust document storage, editing and collaboration capabilities, a good DMS should have automated workflow tools that can simplify common tasks. For instance, Fluix streamlines document workflows by allowing team members to record and sync documents while offline, and then update within the system when they are connected online. Additionally, it supports eSignature and can be integrated with Zapier to create workflows that automatically upload or update documents whenever they change.