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Document management systems automatize document-related processes. They make it easier for users and improve productivity. They also improve security and compliance by allowing the storage of documents electronically, removing documents that are paper-based and can be stolen or lost. They also provide a central repository of information, which allows users to access, collaborate and share documents from any location regardless of the device that is employed.

Document archiving and access controls as well as audit trails, can improve security of data by preventing confidential data from falling into the wrong hands. Some of the more advanced DMS solutions also include e-signature features to speed up business processes and protect against fraud and inaccurate document alteration, as well to ensure compliance with regulations by keeping track of acknowledgement of document receipt and modifications.

Search capabilities built into DMS allow users to find files quickly, even if they are they are stored in multiple locations or with a variety of tags. Metadata management tools are used to collect and organize data on every file, including its author, version and name. Full-text search, text highlighting and artificial intelligence and machine learning are all methods to increase the capability to quickly locate specific content within documents.

Mobile-friendly document features are essential for the current workforce that is remote. They allow stakeholders to edit and access documents from anywhere, whether they are at work or on a road trip or at home. The most effective DMS solutions also include integration capabilities that allow them to work seamlessly with other tools used in the business, such as workflow automation software or customer relationship management (CRM) software.