Management software document has ANYONE lookup in 1 SECONDS

Software document management profile (Document Management System – DMS) is a system to help businesses digitize, store, manage and retrieve documents efficiently on digital platforms. Instead of having to search for in the file cabinet, enterprises can manage the entire document on a centralized system, easily accessible just a few taps.

Designed to replace the traditional method of paper-based, management software, document not only saves time but also help enterprises transition to the working pattern, not paper.

Management software, document storage operation according to the basic principles:

Digitized material:

• Paper documents are scanned (scan) or upload directly to the system.
• Integrated OCR technology (Optical Character Recognition) technology to recognize content writing on scan documents, help search easier.

Storage – document classification:

• Each document is stored as a file electronically with the metadata (metadata) such as title, creation date, who edited the most recent.
• The system can automatically classify documents according to categories such as contracts, reports, documents, hr...

Search quickly accessed:

• Users can search by keyword, title, creator, creation time or content within a document.
• Compared with the way search manually, the software helps businesses save significant time when lookup information.

Version management, history editing:

• System save any changes on the document, help control the easy version.
• The user can restore the old version, if necessary, to avoid errors in the editing process.

Decentralized data security:

• Users can only access the documents under the powers granted.
• Data is encrypted to help prevent the risk of information leakage.

Support approval workflow:

• A number of integrated software process browse internal documents, helping to optimize the workflow.
• For example, A contract may automatically be sent to the upper level for approval, no need to email back and forth manually.

Practical benefits when using the software document storage records

• Save time: One study showed that office workers spend up to 30% of the time work just to search for documents. With software, this time can be reduced to a few seconds.
• Minimize risk of loss: According to a survey by PwC, an average company loses about 7% of paper documents each year due to lost.
• Enhanced security: The important documents such as contracts, financial statements be protected by the system of rights, limit the risk of leaking information.

Management software, document storage not only helps in data storage, but also optimized workflow, information security and enhance productivity of the business. Here are the important features of this software become an indispensable tool in the process of operating the business.

Document storage focus, support multiple formats

One of the biggest benefits of software document management is the ability to centralized storage. Instead of each department hosted documentation individually on a personal computer or the shared folder discrete, businesses can focus the entire document into a single system. This helps:

• Avoid misplaced material: No longer employee status stored on personal computers, easy to get lost when the computer or hard drive errors.
• Easily organize documents: the System allows for document classification by folder, subject or group of users.
• Support various format: From text (Word, PDF), spreadsheets (Excel), photos, videos to the file specialized as CAD, software can store and manage.

Decentralized flexible access, high security

Not everyone in business also have the right to see all documents. A software records management professional document must be decentralized mechanism, flexible, helps control who can view, edit or download each type of material.

• Grant of rights by role: accounting Staff can view financial records but can't edit contract personnel.
• Track history access: the System records who open the document, edit or downloads, help businesses to closely monitor operations to access data.
• Data encryption and protection against leakage: important Data such as contract research material must be protected by the strong encryption prevents unauthorized access.

Support smart search with AI

One of the biggest problems of the business is searching for documents as needed. According to statistics, office workers take an average of 30% of the time work just to find information. The document management software solves this problem thanks to:

• Search by keyword: Enter a keyword, the system will display the related documents.
• Identification document content by AI and OCR: With the document scan or photo, OCR technology (Optical Character Recognition) can convert content into text searchable.
• Advanced filters: allow search by criteria, such as creator, date, edit, document type, which saves considerable time.

Integrated approval process, the electronic

For business, especially the organization has the process of making the complex, a key feature of the software document storage profile is support for automatic approval and signing of electronic.

• Process automation browser document: Instead of sending documents via email for approval, the system can automatically send to the competent person, shorten the processing time.
• Support of electronics: Instead of printing documents to sign manually, the system allows the register number right on the platform, to help reduce paperwork, ensure the legality.

For example, a contract with a partner can be rotated automatically by the relevant departments for approval before being the director, office number, without printing, or take more time to send back and forth.

Version control documents, track the history edit

In the process of work, the material often be corrected and updated. A system of document management efficiency must be able to:

• Save the old version: If there are errors or editing is not desired, the user can go back to a previous version.
• Recorded history edit: Determine who has edit, modify, at any time, content to change what is.
• Version comparison: A number of advanced systems also allows to display the difference between the version to easily change control.

Integration with other systems such as ERP, CRM, eInvoice

A business does not only use each software documentation that there are also many other systems such as accounting software, human resource management (HRM), management of customer relations (CRM), electronic invoice (eInvoice), ERP... To optimize the performance of the management system documentation should be able to:

• Integration with accounting software: To automatically store invoices, accounting documents.
• Connect with CRM systems: Help employees easy business lookup, contracts, documents related to the customer.

Integrated with eInvoice: automatically stored electronic invoice to help comply with legal provisions, easy lookup when needed.

The document management in the enterprise is not merely store information, but also directly affect work performance, security, flexibility in operation. A system of document management modern bring the practical benefits to help businesses optimize operations, minimize risk, enhance competitiveness. Below are the important benefits when the application software document management.

Save time, optimize performance and productivity

In enterprise environments, employees often take time to find the document, in particular when data is stored scattered on the personal computer, email or the folder is not scientific organizations. According to research by McKinsey, a office staff can spend up to 30% of work time each day just to find information.

Management software, records and documents to help solve this problem by:

• Support smart search: Thanks to technology, AI and OCR, employees can search for documents by keyword, content, creators, or time edit in just a few seconds.
• Document management focus: All documents stored in the category science, help in easy access when needed.
• Integrated workflow: Employees don't need to send emails back and forth to please approve the document, which can directly processed on the system.

Thanks to that, the business not only reduce the search time but also improve the working efficiency of personnel, helping them focus on the more important work.

Information security, compliance with legal regulations (ISO, GDPR, ND 13/2023/ND-CP)

Security issues documentation is one of the top concerns of business, especially when handling sensitive data such as contracts, financial statements, customer information. The risks such as data leakage, unauthorized access or loss of information can cause serious losses.

The document management software helps businesses:

• Decentralized flexible access: Only those who have new rights can view or edit the document, to limit the risk of information leakage.
• Save up operation: the System recorded all actions on the document, making it easy to check who has access, edit, or download the materials.
• Compliance with legal provisions: System support for business compliance with the standard data security such as ISO 27001 (security Management information), GDPR (Regulation data protection general of Europe) and the Decree 13/2023/ND-CP on protection of personal data in Vietnam.

Thanks to these features, businesses can protect important information, at the same time ensuring compliance with the legal provisions, avoid risks, legal and reputable brand.

Minimize risks misplaced documents, version control better

One of the common problems of the business is document is lost or stored in many different versions, causing difficulty in determining where is the official version. This leads to errors in the process of work, especially when there are multiple parts of the same processing a document.

Management software, document storage help business:

• Centralized storage, reduce the risk of lost: No longer status documents lost due to staff hosted on individual machines or USB.
• Version management smart: the System automatically saves all modifications, helps to restore the old version when needed.
• Track change history: Business can check who edited the document, ensure transparency in the work process.

With the ability to better control, businesses can avoid the errors there, at the same time to maintain consistency in the document.

Enhance the ability to collaborate, work remotely effective

The development of models to work remotely (remote work) and flexible working (hybrid work) has created a large demand for tools to support online collaboration. In the model of the traditional work, employees have to exchange documents via email or through the platform, not dedicated, causing inconvenience difficult to control.

The document management software helps businesses:

• Allows multiple people to work together on a document: Employees can access, edit documents in real-time without the need of sending back and forth many times.
• Easily share documents under decentralization: The user can give permission to view or edit for peers that do not need to send file via email.
• Support remote access, secure: your Data is hosted on the cloud, employees can work from any where but still ensure privacy.

This helps businesses adapt more quickly with the trend of modern working at the same time maintain performance even when employees work remotely.

Cut the cost of printing, document storage paper craft

Document storage traditional paper costly not only on printing costs but also requires large storage space. According to statistics, an average business spending approximately 3% of revenue just to printing and document management paper.

management software, document storage help business:

• Minimize printing costs: Most documents can be stored, browse online, no need to print out paper.
• Save office space: No need for filing cabinets to store thousands of pages of documents.
• Protect the environment: Reduce paper usage, synonymous with reducing the amount of waste, protection of natural resources.

In addition to cost savings, this also is a step towards helping businesses navigate to the model office no paper (paperless office) – an important trend in the digital era.

Software records management and document storage for free can be attractive option for many businesses, especially small organizations or newly established. However, the use of free software also potential drawbacks worth considering. Below is the detailed analysis helps you evaluate should or should not choose management software free material:

Benefits of document management software for free:

• Save initial cost: The new businesses usually have limited budget, the use of free software to help reduce the cost of investment.
• Fit small business: With quality material at least, free software may be enough to meet the basic needs such as storage, search, and profile management.

Limitations and risks:

• Limited features: storage software free materials often do not have the advanced features like reports, integrated process, approval or authorization details for the user.
• Limited capacity: Many free software limited storage capacity, does not fit with the business that volume of material.
• Low security: A number of free software, lack of security measures, advanced lead to risk leaks or data loss.
• Lack of technical support: free software often doesn't come service customer support professional, which causes difficulties when you need to fix or upgrade.
• No consistent long-term: When business development, demand management profile will increase, requiring the system flexible and scalable – that which management software free material difficult to meet.

If your business has a limited budget and only need to manage basic profile, free software is a reasonable option in the short term. However, in order to meet long-term needs, you should consider investing in the professional solution such as LV SureDMS, the software not only provides superior features which also ensures high security, technical support and dedicated scalable on demand.

Here are the important criteria to help businesses choose the software stored document match:

• Management and classification of documents: The software should have features that support sort documents according to criteria such as document type, duration, departments, or projects. In addition, features smart search saves time and enhances work performance.
• Security access: the System must ensure security by using encryption, data management, access subdivisions, and record logs of user activity.
• Integrate other systems: A software document management efficiency should have the ability to integrate with existing systems such as ERP, CRM, accounting software... help synchronize data and optimize workflow.
• Scalable and flexible: the System must meet the growth needs of the business, from handling the volume of material greater than to integrate new features.
• Friendly interface, easy to use: intuitive interface, simple helps users to get acquainted and manipulation. Thereby, reducing the time training employees, ensuring smooth implementation.
• Technical support and maintenance: services technical support fast, effective from provider are important factors help businesses promptly solve the problem in the process of use.
• Reasonable cost: Businesses need to consider total cost of ownership (TCO), includes the software price, cost of deployment, maintenance and upgrades, to ensure optimized budget.
• Reporting and analytics: software need to provide the detailed report about the state store and use the material to help leaders make decisions accurately and quickly.

Software document management LV SureDMS suit all types of businesses, from small-scale (SME) to large corporations. The system also can meet the special material and demands of each industry, such as Banking and Finance, Medical, Education, Manufacturing, services,...