The essential element to an effective Document Management System is its automation. Your DMS can help streamline the workflow process by replacing manual processes. This can be an enormous benefit to your company as it will save time and prevent errors that may occur when you manage documents manually.

Document capture is the primary step in any DMS process and can be accomplished in many ways, such as scanning or import of paper files into the system. After you have scanned your documents, index them. This process adds terms to your document, so it is able to be found by anyone looking for a specific file ten years from now. This can be done in a variety of ways for example, tagging the document with an order number or customer number.

Once your files are indexable, you are able to review and then approve the documents. In the majority of cases, this will require multiple parties to collaborate and look over the document. When this is the case then your DMS should have a document approval process that allows you to send documents to all of the stakeholders you want to consult with. After that, all reviewers can provide comments on the file, request changes or even approve the document with one click.

After a document is approved and released, it can be made available to internal use and then published to other channels, such as social media or your website. This is often an important part of the workflow because it enables your company to communicate effectively with customers and gives them peace of mind that they’re working with a reliable, efficient organization.

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