TOP 5 simple and fast document management software

Document management software comes as a tool to support businesses in tracking and processing daily documents and papers. The software not only has the ability to overcome many difficulties compared to manual management but also helps save the organization's time and budget. In the content below, let's explore with 1C Vietnam the top 5 professional and effective incoming and outgoing document management software.

1. Difficulty in managing traditional documents

Every day, businesses often have to receive and process many incoming and outgoing documents. At that time, managing incoming documents in the traditional way may encounter some of the following limitations and difficulties:

• Takes time and effort: When storing and processing documents manually, arranging, classifying and finding documents will be done by human effort. This can consume a lot of time and effort.
• Easy to lose and low accuracy: During the process of processing incoming and outgoing documents, the user may make mistakes or misspell words. Therefore, manually managed documents are more likely to be lost or damaged than digital documents.
• Difficulty sharing and working at the same time: In cases where it is necessary to share and work simultaneously with the group, managers will have to copy or send paper copies, leading to lack of uniformity and reduced efficiency.
• Not environmentally friendly: Traditional documents use paper and ink, creating a lot of waste and affecting the environment. At the same time, storing many paper documents can also consume resources such as ink, machinery, equipment, etc. to create and manage documents.
• Security risks: When managing incoming documents manually, businesses risk losing or revealing important information. Because, compared to electronic documents, paper documents are more susceptible to unauthorized access or theft.

To solve the above problem, many businesses have now chosen to use incoming document management software instead of manual methods. Managing electronic documents and implementing cloud storage helps save time, improve accuracy, ensure efficiency and reduce negative impacts on the environment.

2. Benefits of using incoming and outgoing document management software

Businesses that apply document management software can bring outstanding benefits, thereby supporting more efficient operations:

• Documents are centrally managed: Dispatch management software helps companies rationally and scientifically arrange documents and dispatches into appropriate categories. This helps with more centralized and consistent management compared to piling up documents in the office or in filing cabinets with manual stickers.
• Increase connection between departments and divisions: Incoming and outgoing document management software allows the entire enterprise to access, edit and circulate documents simultaneously, anytime, anywhere, directly on the same system. This not only helps reduce travel time or update revisions over time, but also improves cooperation between relevant departments and divisions in the document management and processing process.
• Search and retrieve documents faster: When using incoming document management software, businesses do not need to spend a lot of time searching for necessary documents in piles of stacked papers. Instead, thanks to its clear, scientific arrangement, the software can quickly find data files with just a keyword or keyword phrase.
• Improve document security: Unlike regular paper documents, electronic documents on the system will assign specific permissions to each visitor, depending on role and position. The software also has the ability to be set up flexibly according to the requirements of each department, department or specific business regarding viewing and editing rights. In addition, for important documents, organizations can set their own password to increase the level of security.
• Save on printing and stationery costs: Thanks to storage and processing entirely on the software system, businesses do not need to spend budget on printing or purchasing certain stationery. This not only helps save financial resources but also helps reduce waste and protect the environment.

3. Top 5 go-to document management software

Below are the top 5 professional and effective document management software that businesses can refer to:

3.1. Office software 1C:Document Management supports incoming document management quickly and effectively

Office Software 1C:Document Management is a solution for automating document management, processes and work administration. Developed based on advanced technology, the software is capable of supporting simple and quick storage and processing of papers and documents. The solution is capable of centrally storing text, documents, and structured and unstructured information, helping individuals, organizations, and businesses manage remote work anytime, anywhere, even on the Internet. mobile devices, contributing to cost savings and increased operational efficiency.

In addition to functions such as process management, project management, digital office management,... 1C:Document Management also provides a document management subsystem with superior and outstanding features including including:

• Receive incoming documents with multiple attributes, multiple attachment types, and multiple sources.
• Centrally store information on a single software system, supporting increased teamwork coordination.
• Accurately store physical document information from storage address, number of sheets, number of copies to page number,...
• Decentralize access rights according to each type of document, ensuring high security, making information absolutely safe.
• Support editing and approving incoming documents remotely, anytime, anywhere via a convenient mobile app.
• Ability to search full text based on information in the text, exact lookup with just a number or letter, advanced lookup based on many different criteria and filtering conditions from simple to complex.
• Diverse reports, quick and easy lookup with outstanding tasks such as: Statistics on the number of documents according to each specific criterion; Control time and document processing; Monitor and continuously update document status,...

Thus, effectively using the incoming document management module of Office software 1C:Document Management will help businesses store and process data information quickly and neatly. This helps the organization save a lot of time, effort and budget, thereby creating favorable conditions for future growth and development. In addition, the software has high data security capabilities, helping businesses store information safely, avoiding theft or leakage of important data.

3.2. Document management software goes to CloudOffice

CloudOffice is designed to provide the ability to share information, manage activities, manage documents, etc. In addition, the software also supports tracking, document processing, and remote work management via Internet.

CloudOffice incoming and outgoing document management software possesses a number of features such as:

• Files are attached to all documents when sent.
• Users can easily view, comment and edit in the comments section.
• Managers can also approve directly remotely.

3.3. DocEye incoming and outgoing document management software

DocEye software is an incoming document management software that allows businesses to set up a centralized digital document repository.

DocEye provides a number of features including:

• Create a centralized document repository.
• Supports quick document search.
• Flexibly share documents.
• The text has detailed and intuitive statistics.

3.4. Document management software goes to DMS Lac Viet

DMS Lac Viet is a solution designed to help units, organizations and businesses manage documents. Support features of Lac Viet DMS can include:

• Manage documents through an online interface, helping to save time completing work.
• Supports user authentication and access rights to help protect important business information and documents.
• Provide search tools that allow users to quickly find and retrieve documents.

3.5. Dispatch management software goes to Templafy

Templafy is document management software designed to help businesses create, manage, and distribute content, thereby minimizing time spent searching and modifying documents.

Some features of Templafy:

• Set up and synchronize document templates, forms and reports.
• Provides automation that saves time.
• Control access rights, manage data and protect important business information.

Above, the article has provided useful information about the top 5 document management software commonly used today. Hopefully, businesses can choose solutions to support document management more effectively. Contact 1C Vietnam immediately for consulting support on incoming and outgoing document management software suitable for the specifics of your business.