Keep track of your workflow with a document management system. Transform your important documents into a customizable, user-friendly paperless filing cabinet.
Stay organized with home document management software.
Advantages of document management software.
Besides being a cost-effective method of document control and indexing, a DMS like Adobe Acrobat offers another level of accountability, authentication, and security through audit trails and archiving features.
Once you upload and save a file in Acrobat, there’s a digital record of who uploaded the document, and you can sort by name, date modified, or file size. There’s no need to make multiple copies of important documents. You have now saved a backup in encrypted cloud storage automatically as soon as you upload a file.
The best document management software also comes with a built-in advanced search feature to help you locate what you need when you need it. This is a quick and easy way to improve your business processes.
If your current collaboration tools are lacking, document management tools will reduce your stress. They allow multiple people to work on an electronic document together and share files. Acrobat, for instance, features version control that records changes and edits by each user, so you can go back to a previous version if necessary. Another benefit of Acrobat is the access control it provides, so only the users you choose can access documents.
Common features of document management software.
While every DMS has unique benefits, most document management systems have similar attributes:
Metadata: Defined as data about data, it’s created for each document uploaded into the system in the form of tags. This generally includes information like title, upload date, and a short description about the document itself.
Indexing: Assists each user to find documents based on content, identifiers, and metadata.
Security: Protects confidential and sensitive information through encryption and authentication. Administrators can control which users are able to access documents.
Workflow: Direct the traffic of documents automatically, whether you’re an entrepreneur or work with an organization.
Collaboration tools: Allow users to work on electronic documents together, with all changes automatically monitored and recorded by the system.
Version control: Users can retrieve previous editions of documents, useful for when a document is frequently updated.
Mobile access: To keep up with real-time feedback, make sure your DMS comes with functionality on mobile devices like smartphones or tablets. Or find document management software that also provides integration with a mobile app.
Note: Document management is similar to content management but with a critical difference. Content management focuses on unstructured content like media files or web pages instead of documents.
Why document management software is good at home.
A DMS with the right functionality can help you go paperless, eliminate waste, help the environment, reduce your stress, consolidate your space, and make your workflow more efficient. Acrobat’s optical character recognition (OCR) technology can make this process even faster. It finds text in scanned documents and extracts and converts it into editable, searchable PDFs.
And that time savings isn’t a small efficiency. Studies show that more than 46% of workers waste time every day on paper-centric workflows and spend more than 11 hours per week on document management issues. And five of those hours are considered unproductive. Lost productivity equals lost profits.
With a solid DMS, you can free your organization from the clutches of disarray with a streamlined automation process, and make sure your time and energy are focused on business areas that need more attention.
Keep it moving with Adobe Scan.
Don’t let your location or lack of office equipment interrupt your workflow. Adobe Scan is a free mobile app that can help you capture everything from business cards to brochures with your phone’s camera. Take a photo and Adobe Scan converts it into a high-quality Adobe PDF file.
With AI-powered features like image sharpening and contrast removal, you’ll get high-quality scans every time too. After you get what you need, comprehensive options allow you to save the scan in different file formats like JPEG, share it with others over social media, or even incorporate it into another document.