Document management software allows companies to collect, organise and store files in any format. Its robust features facilitate a seamless workflow, reduce the manual data entry process, and help automate business processes. It also reduces conflicting data errors, communication issues, and inefficient delays while allowing teams work more effectively.

If they’re electronically sourced or scanned into a document management system documents can be labeled with metadata to help users sort and locate information more easily. This functionality also streamlines the entire lifecycle of a document, with built-in workflows that automate the process of moving it through pre-defined steps to ensure a smooth transition.

In an era where employees often work on projects outside of the office, whether it’s for a customer meeting or a project launch, or a conference call, document management systems provide an integrated repository that makes it easy to access and share files from any location. It also eliminates the need to search for files across a variety of devices or apps, as well as cloud-based platforms. This can be a huge time squanderer that could result in missed opportunities and heightened frustration.

Many document management solutions offer a mobile app that allows team members to capture data from remote locations, then sync the information to the central repository once internet connectivity is restored. A streamlined workflow and a secure user-friendly interface aid businesses in increasing productivity. For instance, the file-sharing platform Hightail offers free accounts and affordable plans that are perfect for creative businesses that rely on large images or video files. It also supports offline mode, which means that team members can continue to work without an internet connection and then upload their changes once they return back to work.