DMS Software

Find Documents Instantly with Superior DMS Software

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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What to Look for in Document Management Software

An effective document management software solution must include key capabilities to streamline document creation, approval, storage, and compliance.

Streamline Document Intake

A robust document management software (DMS) should support document intake from multiple sources, including scanned paper files, email attachments, CRM or ERP systems, and user-generated content.

Centralize Document Storage

Documents are often scattered across different systems, making them difficult to track. The right DMS unifies all files into a centralized repository, ensuring better organization, security, and regulatory compliance.

Enhance Document Search and Retrieval

The best DMS enables quick access to files, reducing the time spent searching for documents, versions, or key terms and improving operational efficiency.

Allow Flexible Deployment

A robust document automation system offers deployment options in the cloud, on-premises, or in a hybrid model to meet regulatory and business requirements.

The Challenge of Managing Documents

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.

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Exponential Growth

Every two days, the world generates as much data as was created from the beginning of time until 2003. With an overwhelming amount of documents to manage, employees struggle to quickly locate the information they need. The challenge is compounded by multiple versions and duplicates, increasing the time and cost of searching for the right data.

Dark Data

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.

Unsecured Documents

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.

A Mobile Workforce

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.

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Simplify Document Management with M-Files DMS Software

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.

What, Not Where

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.

A Smarter Way to Work

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.

A Single View of Documents

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.

Workflow Automation

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.

Simplify Security and Compliance

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.

Scalability and Flexibility

M-Files can scale with your organization's growth, adapting to ever-changing business requirements. Whether you need to integrate with other systems, adjust workflows, or modify access controls, M-Files offers the flexibility to evolve as your needs change.

Advantages of M-Files' Solution

Find Documents Faster

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.

Eliminate Data Silos

M-Files provides visibility and access to documents no matter what system they originated in or where they are stored.

Put an End to Versioning Headaches

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.

Simplify Collaboration

With M-Files, you can streamline collaboration and ensure that all users are working on the most up-to-date version of a document. Historical versions are always available, so you can revert to previous versions if needed.

Access Information Anytime and Anywhere

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.

Fast User Adoption

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.

Support Your Remote Workforce

M-Files' document automation software is customizable to fit your business needs, whether for accounting, legal, or electronic records management, with flexible deployments, integrations, and workflows.

Access Documents Anywhere

M-files provides anytime, anywhere access to documents, no matter where they are saved.

Keep Business Moving with Automation

M-Files automates document workflows, ensuring business processes continue even when employees are away. It tracks document progress through stages like drafts, comments, reviews, and approvals, providing a comprehensive audit trail.

Increasing Document Security

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.

How M-Files Enables Efficiency for Your Business

Faster Search

What you need, when you need it. That is the way M-Files works. Fast, easy, and intuitive.

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Familiarity

You can use your favorite daily tools, such as MS Teams or Salesforce to manage your documents.

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Easy Collaboration

Share content securely, and co-author documents simultaneously — wherever you work.

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Streamlined Daily Work

Let M-Files suggest tags for your documents and add workflows for faster processing.

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Discover the Power of Artificial Intelligence Capabilities

Watch videos and access resources to learn how AI can transform your knowledge work with M-Files Aino.

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Unleashing AI potential with M-Files and Microsoft 365

The Smarter Way to Work with Automation and AI

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Why Choose DMS Software from M-Files?

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.