An online document management system allows companies to store, manage and organize files, and improves workflows. It facilitates remote working by allowing teams to work together on the same document at the same time. When selecting an online platform for your business it is essential to think about security and disaster recovery requirements along with the ease of use and the features you require. A DMS could include features like central storage, versioning, automated of processes and integration with electronic signature services for agreements and contracts.
Choose a system that offers the ability to index and search for metadata as well as full-text documents, which includes images. This lets you find almost any document in a matter of minutes, reducing the risk of having to recreate documents from how to amend bylaws for non profit scratch. Additionally, the DMS should support scanning and converting paper documents into digital files to make it easier to access.
A DMS will also ensure that all documents including emails are kept in a central location. This minimizes the time it takes individuals to access the files they need, thereby improving productivity. DMS software can also automate and simplify processes for a range of tasks, such as document creation, review and approval, as well as distribution. This increases efficiency and reduces the chance of a project that is running behind or missing deadlines.
A DMS should also allow collaboration on documents to increase productivity. This includes letting multiple people edit the document simultaneously and offering chat functions for instant communication. It must also integrate a variety of plugins, and let users view the history of changes made to documents.