Document control software

Improve compliance with better document control software

In certain industries, the way the documents are created, stored, handled, and retained can be highly regulated – which makes superior document control software an imperative. As part of a digital document management system, document control applications can manage the entire lifecycle of a file – from creation, edits, review, approval, signing, and retention or disposal – while providing an audit trail of every step and interaction.

A document control solution can also protect files from unauthorized access or inadvertent leaks, helping to prevent the kind of breaches that cost millions of dollars and serious damage to reputation. And as a compliance management solution, document control software can ensure that documents move through workflows and processes in a manner that’s compliant with company policy and regulatory requirements.

M-Files is an intelligent information management platform that provides a metadata-driven approach to document control and security permissions. With M-Files, you can increase the productivity of your knowledge workers while strengthening collaboration, enabling business continuity, and improving enterprise risk management and compliance.

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From creation to disposal, see how M-Files provides a smarter way to manage documents, emails, and all your content.

Managing document control with metadata

M-Files manages content information differently than most other document management systems. While other platforms organize files by locations, M-Files manages documents by focusing on metadata. A file’s metadata may include information about what the document contains as well as the client, project, department, or employee it pertains to. Metadata can include information on the precise workflow the document is part of and what step in the process needs to happen next. M-Files’ AI-enabled technology can even crawl business systems and legacy archives to identify and tag files with metadata automatically based on an analysis of their content.

M-Files’ metadata-driven solution means that workers no longer need to remember where a file was stored. In fact, files can live anywhere in the organization – in network folders, CRM or ERP systems, SharePoint, cloud storage, and other business systems and applications. M-Files does not require documents to be migrated to a central repository. Instead, workers can simply enter a few details about the information they’re looking for and get connected to their documents within a few seconds.

M-Files: intelligent document control software

In addition to making documents easy to find, M-Files’ intelligent information management platform serves as superior document control software, automating workflows and securing files with dynamic and flexible permissions.

Using a document’s metadata, M-Files can establish processes that automatically guide files through a workflow that is compliant both with company guidelines and with the requirements of any regulatory frameworks. You can establish custom workflows for any document or types of documents, and M-Files will take care of moving the document from one stage to the next and ensuring that all actions, reviews, approvals, and signatures are taken care of. M-Files can communicate with individuals when action is required, and follow-up with reminders of tasks that are due. As a document moves through a workflow, M-Files automatically updates the metadata to guide it to its next stage.

To provide superior security, M-Files’ document control software uses dynamic, role-based permissions that limit access to a document based on specific users or on roles, groups, document properties, or other information in a file’s metadata. For example, contracts can be made accessible only to the employee, their supervisor, and the HR department. Access to sensitive materials can be restricted to specific teams. When a new member is brought onto the team, they’ll automatically have access to the documents and other project-related documentation and workflows.

2020 Gartner Magic Quadrant for Content Services Platforms

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Features of M-Files’ software

While M-Files offers document control capabilities that rank with the best document security systems and risk management solutions, the platform’s capabilities go far beyond document control to provide comprehensive capabilities for managing content more effectively.

Fast search and retrieval

All information can be found in context by simply searching for what it is, rather than needing to know where it is stored. Workers can simply type in a few words about what they’re looking for and the information they need is just a couple clicks away.

A single, unified view of content

In M-Files, documents can continue to exist in whatever system they were originally created or stored – within applications, CRM systems, network file folders, SharePoint, and other business systems or repositories. M-Files simply creates connections to each document to provide a complete view of content on a single screen.

Mobile access

Users can access files via a desktop, web, or mobile client, allowing remote workers and work-from-home employees to use the data they need anytime, anywhere, on any device.

Easy version control

M-Files keeps a single copy of the most up-to-date version of any file, eliminating the versioning headaches that are created when employees email documents back and forth as attachments. Users can access the most recent version by simply clicking a link.

Integrate M-Files with existing systems and favorite tools

M-Files integrates tightly with a range of line-of-business applications and other productivity suites, allowing workers to continue using their favorite tools to access documents via M-Files rather than needing to learn a new tool or platform. In Microsoft 365, SharePoint, Google Workspace and Salesforce, users can create, view, store, and share documents easily and securely.

M-Files also integrates easily with other archives and legacy ECM solutions. And M-Files Application Programming Interfaces (APIs) make it easy to build connections to existing systems and integrate M-Files into any technology stack.

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.

Familiarity

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

Easy collaboration

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

Streamlined daily work

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

Why choose M-Files’ document control software?

For today’s digital workforce, M-Files provides an easier way to find, access, and share the right documents at the right time with the right people. Powered by artificial intelligence and machine learning, M-Files connects all documents and information across every platform and repository, analyzing them to place them in context and to create metadata that makes them easier to find and use.

M-Files is a highly configurable platform and can be customized easily to support specific use cases and business needs. Solution templates and best practices for multiple use cases in a variety of industries enable companies to jumpstart their intelligent information management solutions. Third-party add-ins increase M-Files’ extensibility with advanced capabilities for capturing files, visualizing data, managing eSignatures, and gleaning business intelligence from documents. M-Files can be deployed in the cloud, on premises, or in a hybrid solution that combines the flexibility of the cloud with investments in non-premises architecture.

Today, thousands of organizations in more than 100 countries rely on M-Files as document control software, helping to improve compliance and enhance enterprise risk management.

FAQs

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What is document control?

Document control is the practices, processes, and technology that organizations use to ensure documents are created, stored, distributed, retained, and disposed of in a manner that complies with company policy and regulatory requirements.

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What is document control software?

Document control software enables companies to more easily manage the complex tasks of enforcing policies about how documents are created, used, secured, and retained.

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What are the benefits of document control software?

Document control software simplifies the complex tasks of managing document control by automating workflows to ensure that documents are handled in a way that complies with policy and regulation. Superior document control software also adds another layer of security by instituting strict access permissions.

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