Cloud document management systems do more than just store and stack files. It enables the self-organizing of documents through sophisticated mechanisms, which facilitate quicker retrieval, better workflows and enhanced efficiency. Often, the system can be integrated with existing environments and repositories, eliminating the need for a huge migration project. It also allows for effective security measures to be applied to data, bolstering compliance with regulatory standards and preventing leaks of information.
Cloud solutions can be accessed using a web-browser or mobile app, with no information technology input from the user. They allow workers to access information and documents anytime, anyplace without a physical location, thus increasing collaboration, communication, and decision-making. This reduces bottlenecks and increases the amount of revenue and impact.
Robust search features within DMS platforms ensure that the correct document is found every time, reducing human error and increasing productivity. In addition, the central storage location and advanced dynamic permissions for data minimize the risk of unauthorized access and boost disaster recovery.
DMS software can be configured to be matter-centric. This allows documents that are related to specific cases or deals to be saved, timestamped and then retrieved within a matter of minutes. This saves employees valuable time, improves productivity and allows the organization to work faster and more efficiently.
DMS systems also permit clients as well as vendors and partners to view and share records online using a secure user portal, which is encrypted when it is transmitted and during rest. This improves security and helps keep sensitive information out of the access of any unauthorized users as well as preventing the company from fines, license revokes or other penalties.