Software for document storage and distribution allow organisations to keep and retrieve digital files, such as images, documents graphic, drawings, and other documents. The software can be used to convert older documents to digital versions using a scanner or even the camera on a smartphone. They’re usually equipped with features like scanning, OCR and indexing to aid businesses in staying organized and compliant with regulatory standards.
Effective document storage allows companies to cut down on the size and number of filing cabinets, thus cutting costs on space rental and maintenance. It is easier to back up and retrieve files if there is a data breach, or a natural disaster. It saves employees time searching for specific files, allowing them to focus on their jobs.
When choosing a system for managing documents be sure to choose one that prioritizes security and comes with features such as encryption, password protection and backups to ensure your data is secure in the event of a data breach or natural disaster. Find out whether the software can easily transfer and organize your existing files from various locations, including shared drives email attachments, as well as other external services such as Google Drive or Slack. It should also offer OCR and intelligent indexing that automatically locates files in the system as well as version control to track any changes.
The best document management software lets users manage and display their documents through a single web-based interface. They should be able share documents with team members and clients, set up automated workflows, work in real-time, view and print documents on mobile devices and more. Ideally, they should integrate with other productivity applications like Adobe, G Suite, Slack and Microsoft Office to provide the complete solution for business productivity.