Document management systems are designed for organizations with a variety of tools and features that will streamline workflows, increase security, and encourage effective collaboration between teams.
Below are some key features of a document management system that can help your business.
Templates for document types
Contracts can sometimes take several days to complete, but a document management process can reduce wasted time. Document management systems, such as Lexagle, often come with a variety of different templates that you can choose from, so you don’t have to create contracts from scratch every time. This standardization will greatly speed up your contracting process.
Version control
Keep records of all revisions, comments, and discussions around the contract. According to a survey conducted by Nintex, 33 percent of employees have trouble with version control, which is the practice of tracking and managing changes to a piece of work. In document management systems, you have access to version controls to help ensure that you are always working on the latest version of a contract, while still being able to reference previous versions.
Managing confidential data
It goes without saying that employees of any type of business are prone to making mistakes that are sometimes critical to the survival or efficiency of the business. When documents are not stored securely or in an organized manner, it can lead to mishandling of sensitive data or even data breaches. Document management systems keep your business’ data safe and secure by preventing unauthorized users from accessing it and backing up your data.
Quick search capabilities
With document management systems, you get enhanced search capabilities whenever you or anyone in your organization needs to find a specific document because everything has been digitized. Instead of wasting valuable time searching for documents, you can focus on more important tasks.
Thus, having proper document management in place will help your business reduce costs and storage space, improve workflows, and be prepared for any potential disasters.