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Document management platforms are software tools and technologies that take paper documents and various electronic files. They also assist in managing storage, retrieval, and security of these data assets. They also can automate manual processes such as filing and approval.
People say that a document management system can help them better organize, find and share documents. Collaboration features can also help in enhancing office productivity. Many systems support eSignatures, which allows people to sign documents legally using their smartphones or desktops. Some systems let you work offline. This is useful in situations where the internet is not accessible or is restricted.
Another important aspect is the capability to manage revisions. This lets businesses track changes and restore earlier versions of files. It also helps companies maintain compliance with government and industry regulations. Some of the best DMS software solutions offer advanced versioning that keeps the original content intact when it is modified.
The system must also be able of handling various file formats and languages. This is vital because modern businesses utilize an array of data assets to support their day-to-day operations. The most effective document management software makes it simple for users, even if they don’t have the exact file identifier to search and retrieve files. They can do this by allowing them to define partial search terms, for instance the unique document identifier and expected metadata.