A software platform designed to track, store, manage, and organize electronic documents and paper document scans within an organization is called a document management system (DMS). A document management support platform provides a centralized and structured approach to document storage and retrieval. It allows users to manage and access documents securely and organized efficiently.
Document management systems offer various features and functionalities that streamline document-related processes. These include document creation, editing, collaboration, version control, storage, search, retrieval, and security. They often incorporate workflow automation, efficiently routing documents for review, approval, and other business processes.
Says Adam Uzialko from business.com, “The expansion of document management software within mobile platforms will continue. As more workers do their jobs remotely, they need to access shared documents on their smartphones, tablets, and laptops. Software vendors are increasingly launching apps or enabling usage of their solutions via mobile web browsers..”
Key Benefits of a Document Management System
- Improved organization: This document management services platform allows documents to be categorized, tagged, and stored in a structured manner. It makes them easier to locate and retrieve when needed.
- Enhanced collaboration: Document management systems facilitate real-time collaboration among team members. Members can now work together on documents, track changes, and provide feedback.
- Version control: One can manage and track document versions. It ensures that users are working on the most up-to-date version and maintaining a history of changes.
- Secure access and permissions: One can control document access, ensuring only authorized individuals can view, edit, or delete them. You can set permissions for document management services at various levels, such as user, group, or role-based.
- Compliance and regulatory adherence: Document management systems often include features to help organizations comply with industry regulations. They help in maintaining proper document retention and disposal practices.
Let us study some document management systems.
Bit.ai is a robust workplace and document collaboration platform that allows individuals and teams to create and collaborate their knowledge. This is done in a systematic manner in one place from anywhere in the world. This document management support platform offers various features for creating dynamic notes, projects, client deliverables, technical docs, training guides, documents, wikis, knowledge bases, and client portals.
- Customize Documents: This document management specialist software is a platform for the new era. It has modern, beautiful, and fully integrated smart living documents that can be customized using the template gallery. It includes over 90 interactive new-age templates to increase productivity.
- Interlink Documents: Bit.ai’s smart editor allows users to format text, add headings, quotes, lists, hyperlinks, and interlink documents. It also offers wiki and interlink docs features, allowing users to share ideas by creating pages and linking them to create an internal or external wiki.
- Attach Files: With the link preview feature, users can display visual link previews of web articles. They can customize the layout and text to provide context to the shared content. The attach files feature enables users to add various file types, images, text blocks, code blocks, math equations, and digital content to their library. The audience can preview, download, and provide context around these files on the document management support platform.
- Document Tracking: Bit.ai’s document tracking feature allows real-time collaboration by inviting team members, partners, and clients. Users can effectively collaborate and invite team members, contractors, partners, and clients. The document management support platform’s inline comments enable highlighting specific text on documents, @mentioning others, asking questions, and driving collaboration.
- Smart Tables: This document management support feature allows users to create beautiful responsive tables within their Bit docs. One can choose from various design themes. Additionally, users can customize the documents by adding a primary color to match their brand and using the theme design feature.
- Integrations: Bit.ai offers over 100 rich integrations, including cloud files from Google Drive, Box, Sharepoint, or OneDrive. These features and integrations make Bit AI one of the top-rated document management software available. Users can try the platform for free by accessing Bit’s free plan.
monday.com is offers various functionalities for managing documents within your organization. It allows you to store, share, delete, edit, categorize, and manage your documents effectively. The platform enables you to set board permission levels. It ensures only authorized individuals can access specific information.
- Activity Log: One notable feature of monday.com is the Activity Log, which provides a comprehensive history of interactions with customers, employees, and stakeholders. This document management specialist software allows you to visualize document versions, enhancing document control and facilitating oversight of team activities.
- Quick Searches: The Search Everything feature in monday.com enables fast and efficient information retrieval across your entire account. With advanced filtering options in this document management services software, you can swiftly scan numerous documents and find the specific information you need.
- Workdocs: monday.com also introduces Workdocs, a new building block that allows you to create and collaborate on new documents. Workdocs function as multimedia whiteboards where you and your team can record notes related to a central topic. Additionally, the platform offers templates to help you manage your digital assets effectively.
- Storage up to 1000 GB: By inviting all team members to collaborate and share documents in a single place, monday.com facilitates enhanced digital document control and increases process adoption. Depending on your subscription, you can store up to 1,000 GB of data, ensuring sufficient storage capacity for your organization’s needs.
PandaDoc is a platform that empowers over 40,000 customers to create, manage, and electronically sign all their documents. This document management support platform offers a comprehensive solution to simplify processes and increase the organization’s efficiency by integrating existing CRM, payment, and file storage apps into a single workflow.
- All-in-one Document Automation Software: With PandaDoc’s all-in-one document automation software, one can streamline creating, approving, and e-signing proposals, quotes, and contracts.
- Smooth Integrations: By integrating existing CRM, payment, and file storage apps in this document management specialist software, organizations can achieve greater efficiency.
PandaDoc has consistently been rated as the top proposal and contract software by its customers. It has received positive reviews year after year on reputable review sites such as G2, TrustRadius, and Capterra. This recognition highlights the platform’s effectiveness and customer satisfaction in optimizing document-related workflows.
Connectteam is an award-winning business management system designed to help SMBs and large enterprises organize and share documents efficiently with their workforce. Trusted by over 36,000 businesses, this all-in-one software offers a wide range of document management support features that can benefit your organization.
- Share documents easily: With Connectteam, uploading various documents to the app is simple. The app utilizes minimal storage on employees’ devices, ensuring smooth and fast performance on smartphones. Employees can easily collaborate and communicate by sharing relevant documents, as well as images, videos, and files of any type across the company.
- Data protection: Connectteam allows you to select and restrict access to specific documents for individual employees or groups, ensuring data protection. The platform facilitates an easy and affordable training experience, allowing you to customize document management features in your company’s tone and voice.
- Easy accessibility: One of Connectteam’s strengths is ensuring that all documents are easily accessible and findable for you and your employees. This feature mainly benefits mobile workforces, including remote workers and deskless teams.
SignNow is a user-friendly document signing and management software highly regarded for its ease of use and affordable pricing. This document management specialist software provides a straightforward and cost-effective solution for document signing services. Despite its affordable price point, SignNow offers a robust set of features that can compete with established industry leaders.
- Unlimited templates: The software offers unlimited templates, seamless integrations with other applications, and even provides cloud storage. You will get this even on its lowest-paid tier. It supports multiple languages, provides an audit trail for tracking document activities, and offers convenient reminders.
- Direct signing link: One standout feature of SignNow is its unique direct signing link. Unlike traditional methods where the provider sends a third-party email to clients for signature requests, SignNow allows users to send a direct link via email or text, ensuring that the request comes directly from the sender.
- Accessibility on all devices: SignNow also excels in its mobile app capabilities. With a document management services platform, recipients can quickly sign important papers without creating an account. This accessibility extends to desktop, phone, or tablet devices, providing flexibility and convenience to users and recipients alike.
6. Zoho Drive
Zoho WorkDrive is a cloud-based file storage, synchronization, and collaboration solution designed for teams of all sizes. The document management specialist software has a team folders feature that provides a secure, shared workspace where teams can organize and manage all their files in a centralized location. Zoho WorkDrive offers dedicated Team Folders for different projects, tasks, groups, or departments, ensuring efficient file management.
- Easy collaboration and data protection: Team Folders can be public or private, and users can assign specific roles to members based on their responsibilities. This document management support platform ensures only authorized individuals can read, write, or comment on files within the folder. Whenever you make changes to files in a Team Folder, Zoho notifies all members, facilitating real-time collaboration.
- Check-in/check-out feature: Zoho WorkDrive includes a check-in/check-out feature to maintain file integrity and prevent conflicts. This feature allows users to reserve a file for exclusive editing, preventing others from modifying it simultaneously. Users can provide feedback on their teammates’ work by leaving comments directly within the context of the file.
- View your draft: Zoho WorkDrive offers a draft feature that enables users to create and edit files within the Zoho Office Suite before publishing them. The document management support platform also has bulk upload functionality for quick file accessibility. The sorting tools and advanced search options help users keep their files organized and easily locatable.
- Preview a wide range of files: With support for previewing 160 file types, Zoho WorkDrive allows users to view a wide range of file formats without additional software. This document management support platform has a TrueSync feature. It ensures seamless access to files and folders from the desktop while preserving local storage capacity.
- Manage files using smartphones: WorkDrive provides various additional features, including real-time notifications, document drafting, configurable file-sharing access controls, smart desktop synchronization, file versioning, analytics, and more. Native iOS and Android apps users can access and manage files on the go using their smartphones.
Trustworthy is an online service known as the Family Operating System, designed to assist modern families in curating, managing, and optimizing their essential information. This document management specialist software includes details such as IDs, money, property, passwords, taxes, legal matters, emergency instructions, and family archives. To begin, Trustworthy collects a few basic details about your family and uses anonymized data from thousands of families to create a personalized dashboard tailored to your household’s specific needs.
- Update Important Documents: With a document management support platform, you can invite family members or trusted professionals to efficiently update essential documents. These could include estate documents, spouse’s ID, or insurance for your children. Every Trustworthy account automatically includes 2-factor authentication and data redaction. It ensures that even the Trustworthy team cannot access your most sensitive information.
- Security: Trustworthy stands out by offering unique capabilities that other organization systems do not provide. Trustworthy offers a single source of truth to replace piles of papers and files, from bank-level security and real-time collaboration to intelligent reminders and insightful suggestions.
Document management specialist tools offer a range of features and functionalities to streamline document workflows. They enhance collaboration, ensure document security, and improve overall organizational efficiency. By considering the different options and conducting further research, businesses can choose the document management system that best fits their needs and requirements.
If you are looking for a reliable document management services, Vserve is here to assist you. With Vserve, you can benefit from their expertise and comprehensive solutions tailored to your document management needs. Contact Vserve today and optimize your document-related processes!
This blog is inspired by the video, 7 Best Document Management Software Tools 2023’ by ‘Business Solution.’