Document management has become something essential for companies, and not only those in the digital business. To easily find every company document, PDF, electronic invoice or archive the dematerialization and scanning of documents is the ultimate solution.
However, document archiving and administrative management of a company requires a lot of time and attention, especially at this moment in history when the obligation of electronic invoicing to the PA has arrived and there is a need to adhere to strict regulations.
This is why making a download of a valid document management software, whether open source or not, is vital for any company that needs to manage everything digitally, perhaps on the cloud so that documents can be easily accessed by anyone, anywhere. Through this article, we will explain in detail what document management and electronic storage is.
We will also show you what we believe are the best services and software for document management, digitization and cloud storage of important documents and files in the corporate archive. We will also, of course, focus on services that offer legal value and digital signature management in order to provide you with tools to replace paper altogether.
What is document management
Document management is that activity through which a company takes care of the proper administration of all its documents, from their production to their storage. The definition covers all areas in which documents must be produced and stored.
The goal is to digitize any document in the company so that there is no longer a need for hard copies and so that documents such as invoices, contracts, and everything else in the company’s archive are always at hand, anywhere. Document creation, sharing and storage are the three tasks entrusted to document management, and all of these can be done with several advantages. Among these we have:
- Cost containment: using document management software minimizes the risk of mismanagement and inefficiency and optimizes procedures. All this leads to a decrease in the costs involved.
- Inalterability of documents: with document archiving, the risks of unintentional alteration, loss or modification of documents are reduced to zero.
- Document availability: with document management, documents become available anywhere and instantly.
Why the cloud
Storing documents on the cloud involves storing them on an online platform, leveraging a company’s servers. Through this solution, it becomes possible to access documents from anywhere and from any device that can connect to the Internet and can view documents. It is for these reasons that document storage and electronic management on the cloud is the most sought-after solution for businesses and professionals.
Best document management software
They often require computer skills, but document management software is plentiful, and there are even free ones. If you are familiar with IT and would like to try one, below are the best ones. If, on the other hand, you want to delegate your company’s document management, check out our site.
Microsoft SharePoint Online
If you often work in teams and want to make it easier to manage documents while maintaining a high standard of security, we recommend Microsoft’s free document management software. Among its main advantages it has integration with many other Microsoft programs, high standards of file protection, and great convenience given by an intuitive user interface and to a very advanced organization complete with extensive filters for searches.
G Suite
G Suite services you should choose if you work with the Google ecosystem, as it is integrated with so many of Google’s services including Drive, Gmail and Calendar. The suite also offers comprehensive management of all business activities, in addition to just documents, so it is suitable for anyone who needs a “multifunctional” and all-encompassing management environment, avoiding stopping at just documents. Document management with this suite offers an interface familiar to everyone, cloud-based management that is easy and accessible from any device, and the ability to keep in touch with your colleagues through various methods. Document, device and data management is fast and secure, as is archiving and searching. It is fee-based, but the prices are very affordable.
Feather
Feather is a web program for document flow management and organization that deals with document reception, protocoling and classification in an egregious manner. It is suggested for optimization of management activities, for those who need to manage the whole document life cycle up to the stage of filing and ordering in a logical scheme. It is also a very advanced system in document archive protection and preservation.
PDFElement Pro
Focused on PDF files and format conversion, PDFElement Pro is software for those who need quick document management and don’t have many files to store. Available on Windows and Mac PCs, it can edit, convert and share PDF files or manage scanned documents using OCR for text extraction. All in a secure manner.
Tailor-made document management: DocMio from Oltrematica
If you do not have computer skills or otherwise cannot invest your time in document management, then perhaps you need a document management system tailored to your company by delegating its management.
We at Oltrematica have created a special software for document management in which documents also have legal value. The platform is web-based and is called DocMio. Also by outsourcing the management to Oltrematica, by accessing DOCMIO with your credentials, you can perform various activities, including:
- Scanning and optical storage of original paper documents
- import of digital documents in any format
- Uploading document identification data through special imputation masks
- database search of a document, through the use of predefined keys
- Consultation, printing, saving and telematic submission of archived documents
DOCMIO stores documents on a highly efficient and, above all, secure cloud so that authorized users can access them from anywhere and with a multitude of different devices, always ensuring high standards of data protection.
Access can be shared at will with co-workers and even clients when necessary, such as in the case of condominium administrations and law firms. To learn more, you can consult the page dedicated to DOCMIO.
Need information on any type of software your business needs? Get in touch with us through the Contact Us page.