As we know, artificial intelligence and technology change at break-neck speed these days. Literally from year to year, or even month to month, massive changes occur that could upend your operation. A few years ago, I wrote an article on the best document management systems. However, I realized that it needed to get updated. Moreover, since I wrote that piece, many more businesses and organizations collaborate remotely. And that means that document management is essential for coordination and to ensure no double work
What is Document Management?
According to IBM, document management systems “capture, track and store electronic documents.” Those documents, for example, could be PDFs or your Microsoft Office documents. Today’s records get digitized, and your internal and remote teams can work with them efficiently. Unlike the old days, you could save trees by not having to print. Also, everyone’s working off the same documents, and not multiple variations.
As we know, in the digital world, security is essential. So, another good thing that top-of-the-line document management systems do is provide security of your sensitive information. For example, you could access audit trails and see who’s been working on what documents and when. Further, these things allow companies and organizations to work much more efficiently and lower the cost of operations.
5 of the Best Platforms to Manage Your Documents
1. Templafly Platform for Your Documents
Templafly company made my list the last time, and it’s on the list again. One of the top reasons this particular document management platform gets mentioned again is its ease of integration. With Templafly, you could integrate all your documents into one place. In other words, you may have documents across different platforms, such as PowerPoint or Google. However, everything could enter into one stream. Moreover, you could access your information across your devices.
2. AllAnswered Collaboration Without Interruption
A new one I discovered in updating this article is AllAnswered. According to their website, they have various content types you could capture. Also, they created lifecycles and workflows to ensure that the data is always up to date. One of the things I appreciated in their document platform was recognizing that companies want to retain institutional knowledge. In other words, if someone leaves, you don’t want the information to leave with them. They address this issue to ensure that learning happens but that workflows aren’t interrupted in the process.
3. M-Files Document Management
M-Files is another excellent option for companies seeking document management systems. Like others, it also integrates artificial intelligence to make things easy on humans. M-Files is recognized in the industry for its security, which is excellent. Also, as I mentioned earlier in this article, you want to ensure that there’s zero duplication of documents. M-Files works to ensure that with its technology.
4. MasterControl Document Platform
Another new entrant on my list this year is MasterControl. As we know, the security of documents is vital for businesses. So, if document management security is your absolute top priority, this platform could be your answer. Moreover, if you happen to have a company that operates internationally, this platform ensures regulatory compliance. The platform also allows for e-signatures, audit tracking, watermarks, and time-stamps.
Final Words About What To Look for In Functionality
In closing, when you’re on the market for document management systems, you want to ensure that you prioritize your needs. No business has exactly the same needs and requirements, or financial resources for that matter. One of the places to start is to research how to get your priorities in order. As mentioned, security might be your foremost top priority. Or, it may be ease of use and integration across devices.
You’ll want to look at cloud storage, third-party software integration, scalability, approval process, etc. Some places you could go to check out what you need to consider for document management systems include this complete guide and also this guide.
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