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Document management software allows organizations to collect, organize, store, and retrieve documents of any format. Its powerful features enable seamless workflows and reduce the manual data entry task. They also automate business processes. It also reduces conflicting data or communication errors, as well as inefficient delays while allowing teams collaborate more efficiently.

Whether they’re sourced electronically or scanned into a document management system documents can be labeled with metadata that allows users to find and categorize information easily. This feature also simplifies the document’s lifecycle, with built-in workflows that can automatically move it through pre-defined steps to ensure an easy transition.

In a world where employees regularly work on projects outside of their office–whether it’s for a client meeting or project launch, or conference call–document management systems provide an integrated repository that makes it easy to access and share files from any location. It also makes it easier to search across multiple devices, cloud-based platforms, apps or other platforms. This can be a lengthy process that can lead to disappointment and missed opportunities.

Many document management systems provide mobile apps that allow team members who are located in remote locations to quickly record data, which is later synced to the central repository after internet connectivity has been restored. A streamlined workflow and a secure user-friendly interface also assist businesses in increasing their productivity. Hightail, for example, offers a free plan as well as affordable options for creative companies that rely on large images or videos. It also supports offline mode, which means team members are able to work even without an internet connection and upload their changes once they return to work.