What is document management software?
A document management system (DMS),
is a centralized digital repository that enables businesses to go paperless, secure and protect their documents, and control accessibility in or out of the office.
Document management software works to:
Documents are easily added and stored in a centralized digital repository.
Documents and data flow through your business in a variety of formats and from multiple sources. Easily capture everything from anywhere.
Windows Folder Import
Move single documents or entire folder structures directly from the file system to your DX Library to share and secure information.
Print driver
Convert any document from any program into a PDF that’s easily stored in DocuXplorer.
microsoft office integrations
DocuXplorer integrates seamlessly with MS Office and Outlook without switching programs.
import engine
Automatically add, categorize, and index documents from an external source.
Automatically identify the most important information in a document and translate it into searchable and usable data.
With document management, you can actually find what you’re looking for! Indexing a document identifies the most valuable information in the record and converts it to searchable and usable data. You can't do this with cloud storage.
Manual data entry is time-consuming and error-prone. Boost overall productivity while your scanned document’s vital information is captured and automated with DX.
Optical Character Recognition (OCR) converts scanned images of text (available in 110+ languages) to electronic text that can be searched and indexed.
smart capture
Use zonal OCR to automate the extraction of vital information from your documents for quick searching and easy reporting.
import engine
Automatically add, categorize, and index large quantities of documents from an external source.
index sets
Maintain consistency by indexing your documents with custom fields.
Ensure your documents are secure, backed up, and accessible to the right people.
Your document security is critical. First, secure your files by going paperless and housing them in a digital repository. Then, encrypt the documents, making them unreadable by anyone without the proper permissions.
Many industries have regulatory standards to protect confidentiality (i.e., SEC, Sarbanes Oxley, FINRA, GDPR, and HIPAA). Document Management tracks every document’s interaction, so you can maintain compliance with ease.
encryption
Documents are protected by 256 bit encryption and compliant with the Federal Information Processing Standard, known as FIPS.
audit trail
Track every action taken on a document.
secure backup
Enjoy peace of mind knowing your data is safe, secure, and 100% backed up.
Keep your team up-to-date with current document versions and next step action items.
Simply stored documents are a liability. Document Management enables you to assign tasks, alerts, and statuses to documents so next steps are clearly outlined.
Check-in/Check-out features ensure everyone is working with the most current version, while Version Control allows tracking of earlier revisions. Put your documents to work.
document check-in/check-out
Allow one person to edit a document at a time to ensure the document says current.
version control
Create and track unlimited versions of a document.
web access
Get up-to-date status information, wherever you are, on any device.
Automate recurring business processes like simple approvals or even multi-level processes.
Daily tasks like data entry, reporting, and file sharing are opportunities for costly errors and time mismanagement. Create custom workflows to automate recurring business processes and increase productivity.
Automated workflows streamline common document-related processes by assigning actions to users, setting due dates, tracking the status, and creating alerts. This automation enables the frictionless sharing of data and empowers decision making to accomplish goals quickly and correctly!
Sam creates an expense report. If it’s over $100, their supervisor, Jordan, receives an email with a task to review the report. If it’s approved, Jordan is prompted to sign with a digital signature. If the process is not completed within the set due date, an additional email alert is sent out.
The status is tracked and the administrator can monitor all current workflows that are active in one dashboard. They can also receive alerts if any workflows are overdue.
workflow
Monitor and track a document’s status and progress so you can anticipate any potential issues before they happen!
workflow wizard
Automate key business processes, like invoice processing or document signing, with pre-configured workflows.
Workflow Dashboard
Track the status of all active workflows in one place.
Eliminate redundancy and data entry errors by directly integrating to your tech stack.
On average, businesses utilized 20+ different tech products, most of which don’t communicate with one another. DocuXplorer’s built-in native integrations and API allows you to connect your data seamlessly.
Connect your CRM, accounting, and digital signature tools with your document repository and secure it all in one place that’s accessible whenever and wherever you need it.
integrations