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Document management is a crucial element of your company’s digital transformation. This process involves recording, organizing, and making documents easily accessible throughout the organization to increase productivity, cut costs, boost collaboration, ensure compliance, and improve the overall quality of data.

Document management includes creating guidelines and standards monitoring documents’ status and version control, as well as creating processes for reviewing and approving documents for review and approval. It also involves creating a central repository for all documents, and managing the document life-cycle–setting dates for documents to be made, moved to archive, then deleted from the system. This will help reduce clutter and improve storage capacity while ensuring important documents don’t get lost or misplaced.

Digital files are available in many formats, from Word documents to PDFs, images, and more. Document management solutions must be able to handle the variety of file formats so that users can continue working in their preferred software. These solutions typically come with extensive tagging, categorization and search functions to assist in identifying documents.

The most effective document management software is also built with security in mind. This safeguards confidential data from unauthorized third parties and prevents trade secrets or ideas falling into the wrong hands. This is achieved through various features, including Learn More secure access controls as well as encryption techniques and security audits. These systems are also able to automate workflows that automatically route documents to the appropriate stakeholder for review and approval, eliminating wasted time that could be wasted when employees must decide on their own who should receive a certain document.