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A document management system (DMS) automates the storage, organization, retrieval and sharing of data in an integrated digital ecosystem. It provides powerful capabilities to reduce paper use and data loss, and provides users with structured workflows and enhanced security measures.
The best document management platforms prioritize user-friendliness to ensure that everyone can navigate the interface without difficulty. They also offer advanced search functionality that speeds the process of finding documents through metadata or content, among other. The top DMS solutions also offer different plans and pricing models to suit diverse needs of organizations, from small teams seeking basic document storage to large corporations with advanced document management features.
One of the most important features of document management is version control. When documents are shared via email or other file sharing apps, it can become difficult to identify the most recent version of a document and prevent confusion among collaborators. Version control in DMS software lets users quickly revert back to previous versions. This improves transparency and helps ensure compliance.
In addition to robust document storage, editing, and collaboration capabilities, a good DMS should also have automated workflow tools that simplify the process of doing common tasks. For instance, Fluix streamlines document workflows by allowing team members to record and sync documents while offline, and then update in the system once connected online. It also supports the eSignature format and can be used with Zapier to create workflows that automatically upload or update documents when they are changed.