Every day, your business produces massive quantities of documents and content – contracts sales decks, proposals, contracts, marketing material blog posts HR guidelines, training guides, etc. The content is spread across all your devices, including Word documents on desktops and cloud storage apps www.nydataroom.com/best-alternatives-for-citrix-sharefile-in-2022/ like Dropbox, OneDrive, and Google Drive. It can also be found in email attachments as well as mobile phones. Choosing the right document management software ensures that your employees always have access to the most recent version of the document.

Ideally, a document management system will keep all your documents in one repository. This central repository will eliminate the need to search for a specific file on your laptop or mobile device, and gives you access anywhere, at any time.

With a DMS it is possible to track all the modifications made to your documents over time. You can easily access and reverse any changes to a file with full control over the version. This means you don’t have to worry that employees are working with outdated versions. This feature is particularly important for remote workers who have multiple devices, and may not know which version of the document they are working with.

A reliable DMS will index all saved documents automatically after they are saved, which means they are quickly and precisely retrieved when you require them. This helps to reduce the risk of errors from manual filing scanning, indexing and scanning processes. Additionally the DMS can also allow you to search for the contents of your documents, not just the document name or title, making them easier to find.