Document management software lets organizations to organize, collect and manage files in any format. Its advanced features allow for a seamless workflow and reduce manual data entry tasks. They also automate business processes. It also reduces conflicting data or communication errors, as well as inefficient delays while allowing teams collaborate with confidence.
Documents can be labeled to help users categorize information and find it easily, regardless of whether they’re scanned in or taken electronically. This functionality also streamlines the entire lifecycle of a document, with built-in workflows that can automatically move it through pre-defined steps to ensure an easy transition.
In an era where employees often work on projects outside of the office, whether it’s for a client meeting or a project launch, or a conference call, document management systems provide an centralized repository that makes it easy to access and share files from anywhere. It also makes it easier to search across multiple devices or cloud-based platforms or other platforms. This can be a lengthy process that can lead to disappointment and missed opportunities.
Many document management software solutions provide an app that can be used on mobile devices to allow team members to quickly collect information in remote locations, then sync the information to the central repository after internet connectivity is restored. Automated workflows and a safe, user-friendly interface also aid businesses in increasing productivity. Hightail for instance, offers a free plan as well as affordable options for businesses that are creative and rely on large images or videos. It also supports offline mode, meaning that team members can continue to work even without internet access and upload updates after they return to their office.