How does a document management system work?

Employees can upload digital files or scan paper documents directly into the document management system. The software then organizes the documents, tracks changes, and allows businesses to set permissions for who can view or edit each file. When combined with a knowledge management system (KMS), teams can more easily share and access important information.

How does a document management system support compliance?

A document management system ensures security and compliance management by protecting sensitive information. With a document management system in place, employers can securely store files and set user permissions, track access and changes, and allow authorized individuals to view or modify confidential documents. Having a system in place also helps businesses manage document retention, ensuring records are kept for the required period and reducing the risk of compliance violations.

What are the benefits of cloud-based document management systems?

Cloud-based systems make it easy for teams to access files from anywhere. The software updates automatically, and businesses can easily add more storage space as their needs grow. Cloud-based document management systems are typically more cost-effective than maintaining in-office servers while providing the benefit of automatic file backups for enhanced security.

How does a document management system help teams collaborate?

A document management system simplifies collaboration by letting multiple team members work on the same file without creating conflicting versions. Employees can securely share files with external partners and leave comments for feedback, streamlining communication.