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A document management software online allows businesses to manage and store files, streamline workflows, and organize them. It also simplifies remote working by permitting teams to access the same file at the same time regardless of where they are. It is important to take into account the security and disaster recovery requirements in addition to the convenience and the features that are required when selecting an online system. A DMS can come with features such as central storage in the form of version control, automated of processes, and integration with an electronic signature service for agreements and contracts.

Find a system that has search and indexing capabilities for both metadata as well as full-text documents that include images. This means that virtually any document can be retrieved immediately, eliminating the possibility of creating an original document from scratch. Additionally the DMS should support scanning and converting paper documents into digital files to make it easier to access.

A DMS ensures that all documents, including emails are stored centrally. This decreases the time for the stakeholders to access the documents they require, which improves productivity. DMS software can automate and streamline processes like document creation, review and approval, as well as distribution. This increases efficiency and decreases the risk of a project going off schedule or missing the deadline.

In addition, a DMS should allow collaboration on documents to maximize productivity. It is important that multiple users edit the same document simultaneously and that chat functions are available for instant messaging. It should also support various plugins and let users view the history of the changes made to a document for visibility.

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