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Document management platforms are a group of software tools and technologies that capture paper documents, as well as a vast range of electronic files, and aid in the storage retrieval, security and archiving assets. They also can automate manual processes like filing and approval.

Users have reported that a document management system helps them better organize, share and locate files. Collaboration tools can be useful in improving productivity in the office. Some systems also permit eSignature, which makes it possible for people to legally sign documents using their smartphones or laptops. Some systems allow users to work offline, which is helpful in situations where internet access isn’t available or not available.

The ability to manage revisions is an important feature. This allows businesses to track changes and restore older versions of files. This also assists companies to maintain compliance with both government and industry regulations. Certain of the top DMS software solutions offer advanced versioning, which helps keep the original content intact when it’s changed.

Additionally, the system should be able to support multiple formats and languages. This is essential because modern businesses utilize a variety of data assets in their daily operations. The most effective document management systems make it simple for users to search and retrieve the right files, even if they don’t know the exact identifier. They can do this by allowing them to define partial search terms, like the unique document identifier and expected metadata.