Document management software is a useful tool to have for your business. It saves you time by keeping all your documents in a central location. This allows you to access and view them, as well as share them easily with other team members. It also protects your data by making sure that no one else has access to your documents. This is particularly crucial if you’ve got client financial information or trade secrets stored in your documents.
The best DMSs offer a variety of security features that will keep your documents secure. They can include secure encryption, a password-protected login, audit logs and backup capabilities. They also let you give permissions to users to view virtuele dataroom and edit what files. Some solutions come with search capabilities built-in, allowing you to locate documents quickly, by tagging them or indexing with metadata.
Mobile access and scaleability are also important features to consider before choosing a DMS. If your business grows, you will need a DMS that can accommodate the increasing amount of documents. If your team is often working remotely, you will require an efficient mobile application or web browser, so that they are able to work from anywhere.
A quality DMS can also help you to streamline your workflows using automation capabilities. Imagine sending a signature form to clients and receiving a notification once they sign. The document is automatically saved into the correct folder within your DMS. It could save you a lot of time and also reduce manual error-prone processes, like not saving the signature document in your client folder.