Document management software, or DMS software, is a business-critical technology today. As the business world creates new data and documents at an unprecedented pace, organizations are struggling to manage and secure rapidly growing volumes of documents. Knowledge workers today spend a significant portion of their day searching for the right documents or reproducing data they can’t locate. A powerful DMS software solution can help workers find documents instantly and streamline the tasks of managing security, compliance, retention and other phases of the document lifecycle.
Choosing the right DMS software is critical. Organizations need solutions that won’t require a massive and costly data migration. The right technology must also automate document workflows and business processes, allowing workers to focus on doing work that matters rather than managing documents all day long. That’s why, when selecting DMS software, thousands of companies in more than 100 countries today turn to the document management system from M-Files.
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The amount of information and documents that the average organization must manage is growing at an astounding rate. In fact, 90% of the data in the world today has been created in just the last two years alone1. Savvy organizations are seeking powerful cloud document management technology that can tame the complexity of organizing, securing, and providing access to such large volumes of material.
A superior DMS software solution must overcome several critical document management challenges.
Every two days, the world creates as much information as was produced from the beginning of time until 20032. With so many documents to manage, it’s no wonder that workers find it difficult to quickly locate the information they need. Additional confusion caused by multiple versions and duplicates of files only adds more time and cost to the task of searching for and finding the right information.
Of all the information in data repositories, more than half is considered “dark data” – documents and information that is unknown, uncategorized, and therefore useless to the organization3. Not only does dark data create unnecessary storage and retention costs, but it robs the organization of the insight that this data could provide.
Organizations face significant security risks from employees who work with documents containing sensitive material on their mobile or personal devices. Unregulated use of personal file-sharing apps poses added threats. When organizations lack visibility and control of sensitive documents, the risk of a breach is greatly increased.
As more employees work from home or remote locations, it becomes harder for organizations to keep documents secure while allowing workers to access the documents they need anytime, anywhere, on any device.
M-Files is an intelligent information management solution that lets workers find, access and share the documents they need in seconds. Unlike other DMS software solutions, M-Files doesn’t require you to migrate all documents to a central location. Instead, M-Files leaves existing systems and repositories undisturbed while connecting documents across data silos to deliver a single view of information throughout the organization. Using a unique Intelligent Metadata Layer, M-Files finds and analyzes files that reside in any system and location, including network folders, file-sharing services, ECM systems, CRM technology, SharePoint, ERP and other business systems and platforms.
Here’s what makes M-Files different.
With M-Files, you search for documents based on what they contain rather than where they are stored. Simply enter what you’re looking for in the M-Files search bar and you can connect with your documents in just a few clicks.
By connecting content throughout the organization and providing intelligent and automated workflows, M-Files increases the productivity of knowledge workers, strengthens collaboration and reduces business risk.
Whether you’re seeking a contract in a folder, a project document from your inbox, a customer’s history in your CRM, or documents that you need to share with clients, M-Files lets you see it all from one location.
With M-Files, you can simplify document-intensive tasks, streamline processes and minimize human error. Automated workflows keep documents moving easily and securely throughout the organization so you can stay on track with business timelines.
Enterprise-level encryption and dynamic permissions make it easy to strike the right balance between access and security. M-Files automatically enforces company guidelines and compliance requirements related to how documents are stored, used, accessed and retained.
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With M-Files, documents are labeled with metadata tags that describe the document – what’s in it, what it relates to, who created it and who needs to see it next, for example – making it easy to always find what you need.
M-Files provides visibility and access to documents no matter what system they originated in or where they are stored.
With M-Files, you never have to worry about duplicates or version control. M-Files keeps one copy of each document, so workers always know they’re working with the latest version. M-Files also keeps historical copies of whenever changes are made, making it easy to roll back to an earlier version when necessary.
To share a document, simply send a link to colleagues rather than emailing attachments back and forth. Multiple users can comment on, annotate and edit documents simultaneously.
Workers can use any device to access documents via M-Files from any location at any time, even when they’re not connected to the Internet.
M-Files integrates easily with everyday tools and productivity suites, allowing workers to access documents using their favorite platforms and accelerating adoption of M-Files technology.
As more of your employees work from home, on the road or from remote offices, M-Files lets them stay connected to the information they need.
M-files provides anytime, anywhere access to documents, no matter where they are saved.
M-Files digitizes document workflows to keep business processes moving even when workers aren’t in the office. M-Files automatically keeps things on track by moving documents from draft to comments, reviews, approvals and signatures, keeping track of what happens at each stage and providing an audit trail.
To keep your information safe, M-Files encrypts every document and provides dynamic permissions that let you control who has access based on their role, group, project, document type and any other criteria that makes sense.
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.
M-Files’ DMS software make it possible to get the information you need, exactly when you need it. For workers, that means less time spent looking for information and more time using it to move the business forward.
Mobile and remote workers can use mobile devices to access documents, or to scan a document on the go and save it instantly to M-Files. eSignature technology makes it easy to sign a document on a phone or tablet.
For IT administrators, M-Files removes the burden of managing, securing and organizing vast amounts of data. Metadata-driven user and access rights simplify security permissions. Regular, automatic updates allow the IT staff to focus on supporting the business rather than managing patches and maintenance. And with the option to deploy in the cloud, on premises or as a hybrid solution, administrators can take advantage of M-Files technology in the way that best suits their needs.
From accounting and legal document management to content management for a wide range of other industries, M-Files is the choice of thousands of organizations around the globe.
Document management is the task of storing, retrieving, organizing, securing, and ensuring compliance for business documents. The goal of document management is to make the right information easily available to workers as they make business decisions.
DMS software is a technology that automates the process of managing documents and enables workers and administrators to find the information they need within seconds. Superior DMS software also simplifies compliance requirements, security and workflow automation, helping organizations to drive performance, manage risk and get more value from their investments in information.
Traditionally, document management technology such as DMS software or electronic document and records management systems (EDRMS) have been concerned solely with managing documents. Enterprise content management expands to cover other forms of unstructured information such as images, video and audio files, websites, social media content, and more.