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Document management software centralized the storage of documents which allows employees to access it at any time. This allows businesses to respond quicker to requests from customers and complete key business processes. It also helps them adapt quickly when their requirements change. Document management systems also eliminate hidden time-sinks that reduce productivity. They enable people to collaborate across departments, offices and even across locations.

Modern document management systems are able to handle various file types, both paper and digital. They are typically either manually uploaded or scanned automatic. A majority of systems include Optical Character Recognition (OCR) software, which converts text from images into editable and searchable content. Based on your specific needs, look for the ability to search by document type index values, keywords, and full-text.

Many systems offer the option of version control. This lets you see the complete history of any changes made to the document. It is easy to determine who made the change, when they made it, and the reason for it. This is particularly helpful when you have multiple team members working on the same document.

Most systems also allow you to integrate your accounting software, enterprise resources planning (ERP) and other solutions. You can manage the entire lifecycle of a document from start to finish with only one tool. This will help ensure compliance with regulations and laws regarding the preservation of your company’s records.

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