As organizations move from paper documents to digital files, conventional wisdom would suggest that digital document management should be far easier, less costly and more secure than traditional paper-based information management. Yet, in most organizations, paperless document management is anything but easy.
As organizations produce more and more data, finding the right document can feel like searching for a needle in a haystack. Employees may spend hours each day searching for information or re-creating documents that have been lost, creating considerable cost in time and money. As employees email attachments back and forth, versions of documents multiply quickly and create chaos. And when employees can’t easily access and share documents, they’ll often resort to using risky and unsecured technologies to collaborate on the files they need to get worked done.
A superior document management system like M-Files can help to minimize the complexity of digital document management. Powered by artificial intelligence and machine learning, M-Files helps companies and individuals improve performance by finding and using information more effectively.
A smarter say to work with documents
See how M-Files connects you with the right content, at the right time, for the right person.
Any digital document management solution must overcome a number of obstacles to the effective and secure use of information.
Businesses are generating documents and data at unprecedented rates. Finding the right document in a quickly growing sea of information gets harder every day. It’s estimated that knowledge workers may spend as much as 50% of their day hunting for documents, finding and correcting errors, and searching for sources to confirm data they don’t trust1. Additionally, more than half of business information today is considered “dark data” – that is, data that is uncategorized and unknown to the organization but nevertheless taking up costly space in information archives2.
More than two-thirds of knowledge workers admit that their email inbox is their primary source for storing and managing documents. When collaboration amounts to emailing attachments back and forth, the number of versions of a document can multiply exponentially, making it difficult and time-consuming to identify the most recent version.
To get work done when they can’t access information easily, employees frequently put sensitive information at risk by downloading files to personal devices and using personal file-sharing apps – even when such technology is expressly prohibited for security reasons. From inadvertent leaks to the theft of data during a breach, security issues in digital document management pose enormous risk to the organization.
Even before 2020, a growing number of employees were working remotely or from home offices. These workers require fast access to documents no matter where they are working. Yet the vast majority of workers lack company-wide support for mobile access to documents3, seriously jeopardizing productivity and complicating document workflows.
M-Files is a next-generation intelligent information management platform that offers solutions for all the challenges of digital document management. In addition to a set of powerful enterprise content management tools, M-Files offers a fundamentally different approach to document management that radically transforms how companies organize information.
Rather than organizing documents around locations – in other words, where documents are stored – M-Files focuses on tagging documents with metadata that makes them easier to identify, find and incorporate in workflows. Metadata can be anything from the name of a customer or project, the person who created the file, the format of the information in the document, who needs to see the document and in what order, as well as invoice numbers, project numbers, due dates and any other relevant information.
By using metadata, M-Files makes it possible for employees to simply type a few words about what they’re looking for into a search bar and get connected to a document in seconds. Workers no longer need to remember in which system a document was stored, how it was named, or in which directory it’s located. Documents can even remain in their original location in whatever archive, system, application, or platform they were created. M-Files uses AI-powered technology to create connections to documents wherever they exist, delivering a single, unified view of information throughout the organization.
M-Files’ document management solution makes it easy to find, use, and share documents. Workflows help automate processes that guide files throughout the document lifecycle. Encryption and access rights ensure the security of documents, while easy collaboration tools mean that employees no longer need to resort to shadow IT. And because workers can access documents on any device, from any location, at any time, M-Files ensures that remote workers have all the information they need to do their jobs.
2020 Gartner Magic Quadrant for Content Services Platforms
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M-Files’ digital document management solution provides all the tools required to access information more easily and to make document-intensive processes more efficient.
No more wasted time looking for documents that can’t be found or trying to remember where something was stored. With M-Files, simply type in what you’re looking for and find your content fast. And M-Files keeps just one copy of each file that all collaborators can access, eliminating versioning headaches.
With M-Files, you can use the tools you know – like Microsoft Office, or Google Workspace – and let M-Files do the rest. Templates can take content from business systems like CRM or ERP platforms to pre-fill documents with standard data.
Workers never need to wonder where documents should be saved or how they should be named. M-Files’ metadata takes care of everything. Simply tag a file with info that describes the content such as customer name, project, contact person or due date. M-Files can even automatically tag documents based on their content to minimize human error.
M-Files’ AI-enabled technology can crawl legacy archives to discover, tag and surface relevant files that deliver business-critical insight or to protect sensitive information like PII.
M-Files’ automated document management workflow ensures that documents are handled in compliance with company policies and regulatory requirements.
Strict access rights govern who has permission to view, access, edit and share a document. Enterprise-grade encryption for documents at rest and in transit provides an additional layer of protection.
Colleagues, partners and customers can co-author, comment on and annotate documents simultaneously.
M-Files’ digital document management system is built on a highly configurable platform that can be easily customized to the needs and use cases of your organization. M-Files’ APIs make it easy to connect to existing systems to get the information you need. Solution templates help companies jumpstart their intelligent information management solutions. And third-party add-ins offer additional tools for visualizing existing data, adding powerful editing capabilities, and more.
Standard integrations to line-of-business solutions, legacy ECM platforms and other archives enable you to integrate M-Files easily into your existing technology stack. Workers can even use their favorite daily tools such as Microsoft Outlook, Teams or Salesforce as the interface from which they access documents in M-Files.
What you need, when you need it. That is the way M-Files works. Fast, easy, and intuitive.
You can use your favorite daily tools, such as MS Teams or Salesforce to manage your documents.
Share content securely, and co-author documents simultaneously — wherever you work.
Let M-Files suggest tags for your documents and add workflows for faster processing.
In more than 100 countries around the world, thousands of organizations have chosen M-Files as their preferred digital document management solution. As a cloud-ready technology, M-Files can be deployed in the cloud, on premises or in a hybrid solution that offers the best of both worlds.
Using artificial intelligence and machine learning, M-Files combines connected content and intelligent automation to increase the productivity of knowledge workers. By connecting documents and information across every platform and repository, M-Files makes it possible to serve up the right information to the right people – right when they need it. The result is a 360° view of content throughout the organization without the need for a complex and costly migration to a central repository.
By automating document-heavy work in an easy and efficient way, M-Files ensures that your documents work for you rather than the other way around.
Digital document management is the task of storing, securing, organizing and managing retention of documents in the digital workplace. Organizations are increasingly turning to digital document management solutions to minimize the complexity of handling massive amounts of information, making documents easily available, and minimizing the cost of storage. Digital document management systems can also automate time-consuming workflows to accelerate timelines, minimize error and ensure that workflows comply with policy and regulations.
Digital document management and enterprise content management are both concerned with managing digital information. Document management tends to focus more narrowly on documents such as contracts, reports, business analytics, financials, legal files and other traditional documents. Enterprise content management is concerned with these same records as well as other forms of unstructured data such as email, websites, social media content, video and audio files and more.
Document metadata is information that is stored along with a document and that provides information about it. Document metadata may summarize the content of the document, provide information about who created it and tag the document with client names, project numbers and other relevant information that makes the document easier to find.