Below are some key features of a document management system that can help your business.

Templates for document types
Contracts can sometimes take several days to complete, but a document management process can reduce wasted time. Document management systems, such as Lexagle, often come with a variety of different templates that you can choose from, so you don’t have to create contracts from scratch every time. This standardization will greatly speed up your contracting process.

Version control
Keep records of all revisions, comments, and discussions around the contract. According to a survey conducted by Nintex, 33 percent of employees have trouble with version control, which is the practice of tracking and managing changes to a piece of work. In document management systems, you have access to version controls to help ensure that you are always working on the latest version of a contract, while still being able to reference previous versions.

Managing confidential data
It goes without saying that employees of any type of business are prone to making mistakes that are sometimes critical to the survival or efficiency of the business. When documents are not stored securely or in an organized manner, it can lead to mishandling of sensitive data or even data breaches. Document management systems keep your business’ data safe and secure by preventing unauthorized users from accessing it and backing up your data.

Quick search capabilities
With document management systems, you get enhanced search capabilities whenever you or anyone in your organization needs to find a specific document because everything has been digitized. Instead of wasting valuable time searching for documents, you can focus on more important tasks.

Thus, having proper document management in place will help your business reduce costs and storage space, improve workflows, and be prepared for any potential disasters.

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At some point during business growth, these documents can become scattered across all your digital devices. So what happens when you can’t find a file in the middle of a meeting? Or when your boss needs an important document right away, but you can’t remember where you stored it?

There are many reasons why an organization needs to deploy a document management system immediately. Some of them include:

• Document management adds accessibility and organization. A document management system allows you to get rid of the massive digital clutter you have unknowingly created.
• Document management is a greener choice. Going paperless will also help you reduce the huge amount of paper waste in the environment by helping you cut down on thousands of sheets of paper every month.
• Document management has better integration and scalability. A document management system offers benefits in terms of information retrieval, security, governance, and lower cost of operations. Moreover, proper document management is becoming a mandatory law.

Centralize your document management today

Every company manages a huge amount of documents, so choosing the right document management system to help you gain a competitive edge over your competitors is imperative.

Lexagle is a document management and collaboration tool that helps teams collaborate, share, track, and manage all company documents, files, and other content in one place. Our document management system allows you to create documents, collaborate in real time, track documents, and manage projects.

If your business is ready to take the next step forward in this digital age, contact us for a free demo today.

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