Document Management entails a system that is put in use to track, manage and store documents, resulting in the reduction of the use of papers. This system where documents can be stored in a format that utilizes online tools that fosters ease of use for the users.
Managing documents cuts across areas like data collection, storage, dissemination, and conversion from one form to another. Data collection occurs via desktop storage or cloud storage which aids in managing documents.
There are diverse software and tools that allow for document management like sales and marketing presentation – a software that provides for fine sharing, presentation development, and document management. To get a broader knowledge of tools useful in the art of document management, pay attention to these tips to get a head start.
1. PDFBear
The PDFBear is an online tool with many essential features that allows for a smooth transition from one document format to the other. This aids in the way your digital files are collated, stored, processed, and transferred over time from one party to the other.
A special feature of the PDFBear is the PDF to PDFa converter, a tool that allows you to change your PDF documents from that format to another called the PDFA format.
The PDFA seems to gain more credence as it allows for better document storage without the fear of damage to the actual file. To convert your files from the PDF to PDFA format, the following steps should be considered:
- Select your desired PDF file which you would like to convert to PDFA. You also can opt for the drop and drag feature.
- The selected file will be uploaded and the documents contained therein scanned
- Wait a while or allow some time for the conversion to be complete. Do not interrupt the process.
- Once completed, the converted PDFa document is ready and available for your download.
2. Google Docs
Google doc is one amazing app tool that allows the user the ability to access and alter documents in any format through a Google account. This is unlike any other document management tool.
Also, it accords the ability to share files in Excel, PowerPoint, and Word format. Teams, organizations, or individuals who desire to have documents and files transmitted with ease while fulfilling a particular function are the best fit to using this app.
Google docs span data collection to even collaboration with different parties and teams. This is one tool you don’t want to lose out on.
3. Dropbox
Are you someone who longs for the ease that comes with document sharing and transfer? If yes, then Dropbox is your go-to app for a rewarding document management experience. It is easy to use and can go as far as implementing traditional document formats like sharing of videos.
Not only does Dropbox accord these features, but it also goes a long way in ensuring that presentations can be edited at different stages with the team’s mates or individuals concerned, without having to be emailed back and forth. In a nutshell, it cuts down the stress that comes with having to reach out to different members of the team.
This implies that once an edit is made to a file folder, everyone gets to see the updated version, and not wait to be emailed. Not only is this document management tool inexpensive, but it is also popular and mostly in use.
4. InfoRouter
The InfoRouter is one widely known tool that comes in handy when the issue of document management is mentioned. This tool had a peculiar feature that allows the streamlining of a company’s day-to-day activities all over the world. This saves them a huge sum, resources, and time in trying to get themselves to the doorstep of everyone.
To access this feature, all that is needed is a server-side installation to enable it to run. Now, this is not as tasking as it may sound. It takes only a few steps to get it up and running.
First, you can begin by using the import/export tool to import all your existing documents into the InfoRouter tool. It automatically allows you to share this information on drives that are not shared. This means you can go ahead and get rid of all the mapped drives. Hence, implementing and maintaining security on these drives will not be an issue anymore.
InfoRouter has up to 100 servers that can share the workload which makes it impossible to outgrow.
5. Onehub
This is one tool that helps businesses share and control files in the cloud. It has features like drag and drop, uploads and folder organization. It allows for archiving of documents and security for the user.
Conclusion
We hope you learned a thing or two and found this list useful. All thanks to the tools mentioned above, document management is now made easy. Take advantage of them and get your organization skills to a 100%!