The most important factor in a successful document management system is its efficiency, organization and consistency. By replacing manual processes, your DMS is able to streamline the entire workflow process. This can be a great advantage for your company as it will cut down on time and eliminate errors that can happen if you manage your documents manually.

Document capture is the primary step in any DMS process and can be accomplished in several methods, including scanning or importing paper files into the system. After you’ve scanned your documents index them. This process adds terms to your document so it can be discovered by someone looking for a specific file ten years from now. This can be accomplished in many different ways. For instance you could label the document with the customer’s number or order number.

Once your files have been indexable, you are able to review and accept them. In the majority of cases it will require multiple stakeholders to collaborate and review the document. In this case, the DMS should offer the option of reviewing documents that allows you to send documents to all stakeholders. From there, all reviewers can provide comments on the file and request changes or approve the document in just one click.

Once a document is approved, it is then able to be used internally and published on external channels, such as social media or your company’s website. This is important because it allows your business to communicate effectively with customers and provides them with the peace of mind they need to know that they’re working with a reliable and reliable company.

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