Running a business brings along a fair number of documents you have to handle. You need to process financial files, sign and manage contracts, store necessary paperwork, and more.
Managing these documents is challenging, primarily because you deal with sensitive information without the proper document workflow management software.
There are various types of paper organizational tools, and they are used for different purposes. So, you need to find one that fits your needs. The article will present several electronic document management systems for you to consider
Microsoft SharePoint for Sharing and Collaboration
The company has been around for a while, ensuring high productivity for different firms. Office is a standard suite for business owners, but SharePoint is the program one could go for when collaboration is necessary. Since
One exciting feature is the option to set permissions on files of a sensitive nature. Therefore, you can safely work with teammates without compromising the company if you have team members in different locations.
Unless your employees hold the key to enter the documents, they cannot see what’s inside. The document management solution integrates effectively into additional Office products, making it easy for business owners to use.
PDF Guru for Easy Conversions and File Editing
There are times when you need to access a paper and edit it. A contract requires a new stamp, or you have to adjust the quantities on a PDF document. Still, converting and editing PDF documents takes more work.
Not all PDF files are editable, and most of the time, you're only able to view the document. To add and change anything, copy the contents and create a new file, which may mess up the format.
However, thanks to useful electronic document management systems such as
If you have multiple contracts and want to convert them without issues, PDF Guru should be an essential part of your arsenal.
PDF documents are relatively safe, so most business owners use this format for their paperwork. Robust encryption is used when creating files on the platform, ensuring the safety of your digital data.
Moreover, you have the option to add passwords to the PDF documents, which is great for sensitive information. Access could be restricted or prevented when you do not want others to modify the file’s contents.
Aside from password protection, PDF Guru can create and add e-signatures to documents in no time at all. You may type, draw, or even upload the image containing the signature. This is a great option for providing authenticity to the document, which is useful when collaborating with business partners remotely.
Since many businesses use Word documents instead of PDF, there might be times when you have to shift between formats. For instance, if a supplier or partner mostly delivers documentation in Excel or Word, you might have to remake those documents to fit your policy.
PDF Guru also helps you convert PDF to Word, Excel, an image, and many other available formats. Converting from PDF to PDF is possible if you know how to do it first.
Ultimately, it all depends on your client’s requirements. PDF Guru is cloud-based, making it a simple choice for companies lacking computer storage space. It also makes it easy to share the documents.
The interface is simple to use, as you can switch between conversion modes however you need to. In addition to editing and merging papers, the program splits or compresses into smaller files for secure transmission.
- More than 140К users since the company started (2023).
MasterControl for Compliance and Security
When you are in a regulated industry such as pharmaceuticals, medicine, or beverages and food, MasterControl is a document workflow management software that helps you follow the laws. The tool is compliant with
The documents you collaborate on will have time-stamp audit trails, eSignature benefits, and more to ensure you abide by the regulations.
Most of the losses and headaches of any company, big or small, occur during audits. Irregularities come from lost versions or unexplainable modifications that need to meet the industry regulations. These document management systems enable you to automate your timestamps so there are no discrepancies between the documents.
Aside from automated paper control, the tool is also connected to various APIs you may be using. It’s a helpful choice if you have multiple third-party systems within the company. The learning curve is relatively steep, but it should be easy to handle once the people grasp it.
The service is cloud-based, making it suitable for enterprise businesses with workers in different geographical areas. The files are stored based on the timeframe they were modified, making it simple to follow in the event of an audit.
In the long run, it could save money on resources and potential penalties due to lost versions or inaccuracies.
isoTracker for Version Management
When looking for document control systems, this tool contributes to making an organization better. Appropriate for small to medium-sized enterprises, the cloud-based application features a central document repository, enabling you to track potential modifications. It saves you great trouble when your papers require constant improvement, preventing you from accidentally working on old files.
The program includes multiple integrations that let you keep every document visible. For instance, you may integrate into a third-party application to convert Google Docs to PDF. Thus, each time a new version appears, you should be able to track it.
isoTacker enables you to move a file automatically from one step of your workflow into the additional stages. Furthermore, the tool schedules reminders if further action is required. If you want, notifications are sent for review and approval, and you could even set up publishing instructions once everything is approved.
isoTracker is a cloud-based program – so you do not need to install or upgrade a specific app on the computer. It minimizes installation delay and keeps the tool up to date. You do not have to upgrade the application, which saves you time manually.
- More than 5,000 commercial users.
Google Drive for Storing and Accessibility
Since Google Drive has over 5 trillion files all over the globe, it is reasonable to expect the workplace to shift to an online basis. Most people prefer to conduct business from home or work alongside experts across the planet, so a platform to store their necessary documentation has become essential.
One document management solution which has remained reliable over the years is Google Drive. The cloud-based tool enables you to securely store the most critical papers, letting your team members access them upon need. The platform has increased privacy – so unauthorized individuals might be unable to see your files without permission.
You can store all documents, from DOCX to PDF and JPG, and create folders, ensuring thorough organization. All files are synchronized automatically, so once a document is uploaded, your team members should be able to access it.
To avoid losses, Drive also records previous versions of the documents. Thus, if the latest record is damaged or incorrect, you may access the previous one and recover your information. It prevents delays, as you don’t have to redo the file from scratch.
The platform works on desktop and browser versions alike. Should you have a personal computer, you can install the app, and it will synchronize your most important folders.
It is said that if you are using a computer that isn't yours, you can log into the Google account, and upload the files there. This means the documents are accessible via an Internet connection, a username, and a password.
The Bottom Line
Keeping your documents in order is essential to have a smooth business flow. Therefore, you should be using suitable document management systems. The more integrations you have, the smoother the work is, but the focus should remain on efficiency.
Choose the tool you think most suits your needs and start working from there.