If you’re looking to improve document storage, retrieval and archiving at your business, a top document management software will be more than just replacing the filing cabinets in your office. It can help streamline processes, lower the cost of storage and minimize risks, particularly in highly regulated industries.

Smart tools in document management systems let you manage documents through their entire lifecycle, from their creation to distribution and archive. This is crucial to ensure the strictness of guidelines and security rules (like HIPAA or Sarbanes-Oxley) and reduce the risk of fines and revoked licences.

Document management features include indexing to facilitate searching and retrieval. This allows you to find the right file quicker. The best systems will also support tagging and categorization to allow for more efficient document identification. This improves document retrieval and improves search results as well as ensuring conformance with the standards for document naming.

Other key features for managing documents include an audit trail that allows you to know who has accessed or modified your files, when, and how. This lets you be in compliance with privacy and data laws and protect yourself against cyberthreats.

A top-quality document management system can be integrated with other tools and platforms that your business uses. This creates an integrated system that eliminates siloed data and streamlines the document management software business processes. The interface should be easy and user-friendly, reducing the learning curve for your employees and speeding up their adoption. It should also allow workflow automatization and a pre-defined, standard process for accelerated, error-free document handling. This helps to boost productivity and improve customer service and improve operations.