Document management software allows companies to collect, organize and manage files in any format. Its robust features facilitate an efficient workflow, decrease manual data entry tasks, and streamline business processes. It also minimizes contradictory data, communication mishaps and unproductive delays, all while allowing teams to collaborate with confidence.

In the event that they’re obtained electronically or scanned into an electronic document management system documents can be labeled with metadata that allows users to identify and locate information quickly. This functionality streamlines the lifecycle of the document by using workflows that take the document through predetermined steps automatically.

In a world where employees regularly work on projects outside of virtual data room software work–whether it’s a client meeting, project launch, or conference call–document management systems provide an integrated repository that makes it easy to access and share files from anywhere. It also eliminates the need to search for files across multiple devices and apps or cloud-based platforms. This is a huge time-waster that could result in disappointment and missed opportunities.

Many document management systems have mobile applications that allow team members in remote locations to quickly record data, which is later transferred to the central repository once internet connectivity is restored. Streamlined workflows and a secure, user-friendly interface also help businesses increase productivity. Hightail for instance, offers a free plan as well as affordable options for creative businesses who rely on large image or video files. It also allows offline mode, which means that team members can continue to work even without an internet connection and upload changes once they return to their office.