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Choosing the Right Document Management Platforms for Your Business

Your business creates a vast number of documents and content every day such as proposals, contracts, sales decks, marketing material, blog posts training manuals, HR guidelines etc. This content is scattered across all your devices, including Word documents on your desktops as well as cloud storage apps like Dropbox, OneDrive, and Google Drive. It can be found in email attachments and on mobile phones. Selecting the right document management software ensures that your teams always have access to the latest version of a document.

The ideal system for managing documents will store your data in one repository. This central repository eliminates the need to find the exact file on your device or computer and lets you access it from any location, at any time.

With a DMS it is possible to keep track of any modifications to your documents over time. Complete version control lets you easily access or reverse any changes made to a document, so that you do not have to be concerned about employees working with outdated versions. This feature is especially important for remote workers who have multiple devices, and may not be sure what version of a document they are working on.

A reliable DMS will index all captured documents automatically as soon as they’re saved to ensure that they can be swiftly and accurately retrieved when you need them. This eliminates the risk of errors that can occur from manual indexing, scanning and filing processes. A DMS allows you to search by content of the document and not just title or name which makes it easier to locate documents.

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Alvaro Galindo

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