In many organizations, email is still the standard tool for collaborating on documents because of its ease of use. However, email quickly becomes confusing and unwieldy for teams who are trying to keep track of version control and edits. The best digital document solutions help organizations gain more control over their working processes, making it easy for teams to manage, organize and revise their files seamlessly.
Digital document management systems make organizations more efficient because they put all the files in a centrally located place, which has the benefit of simultaneously improving companywide workflow and communications.
With a digital document management system, you can streamline the way you handle information, so nobody has to waste time searching for important documents, and you can increase the productivity of your business processes.

Advantages of digital document management systems

Employing a digital document management software solution has several advantages:

  1. Document sharing

    Users can share and collaborate on files and documents with colleagues and business partners, regardless of their location. They can share password-protected documents with customers and suppliers, and they can control who they share documents with and who has edited certain files or documents.

  2. Better organization

    With tags and keywords to mark your files and documents, they become easier to organize, locate, and retrieve for future use. A search using the appropriate keywords can provide results in a matter of seconds.

  3. Anytime, anywhere access

    Web-based document management systems afford users the ability to access files and documents anywhere, anytime, regardless of device used, which is particularly useful when collaborating on projects with team members who are on the go or located remotely.

  4. Document repository

    Digital document management systems serve as a central repository for all your important documents that can subsequently be accessed, viewed, changed and shared with colleagues.

  5. Document security

    Sensitive information falling into the wrong hands can bring irreversible damage to a business. Document management software solutions let you safeguard confidential business information through rigorous security policies and role-based access control where authorized users alone are allowed to view certain files or documents.
    Also, web-based document management systems ensure your business-critical data are kept intact even in the case of disasters like flooding or fire.

  6. Integration with third-party software

    App integration eliminates redundant data input and allows seamless information flow between platforms. Not only does it save you time and effort, it maintains data integrity and accuracy as well.