Businesses use document management software (DMS) to maintain critical files like workflow documentation, compliance policies and financial records. With cloud-based file management software, teams can seamlessly edit and collaborate on documents to streamline everyone’s work. These tools also archive files for later retrieval, creating a centralized database for shared, easy access.
What’s Document Management Software?
DMS refers to any tool you use to centralize, circulate and modify documents. It’s a key resource within an organization’s systems, letting people manage SOPs, compliance policies and procedure docs. Without a document management solution for archiving and retrieving files, companies can easily lose track of essential records and processes.
{{banner-short-v2="/banner-ads"}}
Why Choose Scribe’s Document Management Software
All cloud-based digital document software solutions should include some essential features for seamless editing, collaboration and sharing. Here’s how Scribe stands out from other document-tracking software.
Automation
From workflow SOPs to project proposals and compliance files, Scribe’s AI-powered Documentation Generator can quickly build a workable document that requires minimal editing. Scribe’s AI is trained to learn precisely which headings, content and instructions to include and how to organize formatting. As a result, it can save you valuable time and effort building documents from scratch.
Version Control
Every document you create in Scribe has a version history that follows it wherever you share, tracking all the edits participants make. This crucial feature lets you roll back changes and respond quickly to workflow or compliance updates. It also pinpoints who made which modifications, so you know where to go for more details about edits.
Security and Privacy
Security and transparent data handling practices are a priority at Scribe. Our high-grade encryption and strict data usage policies ensure compliance with national and international privacy laws. That’s why 97% of Fortune 100 companies trust Scribe as their enterprise content management solution.
Document Sharing
Scribe’s document management system makes centralizing files easier by giving you several sharing options. You can send colleagues a link directly to the Scribe doc, export the file as a PDF or HTML or embed it into a knowledge base system like Confluence or SharePoint. It also supports integrations with several collaboration platforms like Google Drive and Microsoft Teams, simplifying organization and distribution.
7 Ways To Use Scribe as Document Management Software
Whether you’re creating a new document library or updating existing archives, Scribe can help you import files, edit them for maximum value and distribute them across teams. Here are some of the DMS features Scribe offers to help you create and manage documents.
1. Reviews and Approvals
Anyone who reviews a document can add comments or reactions to indicate their approval and provide feedback for improvements. These easy interactions help teams streamline editing workflows.
2. Centralization
The Scribe dashboard centralizes all your files in one place for easy access. You can also integrate Scribe with a collaboration tool like Microsoft Teams to store documents on other SaaS document management systems your team uses.
3. Sharing
Scribe’s cloud-based document storage system offers several ways to share files with your team. You can add emails to the access list, export the file in various formats and embed them directly into knowledge base tools.
4. Access Control
Scribe’s database stores documents in groups called teams, which makes it easy to segment your system according to who needs access to which files. This structure also lets you track who’s opening and editing your documents. That way, you’re always the first to know about updates and access changes.
5. Version Control
Scribe saves a copy of your documents with every update to create an audit trail. When you find the version you want, simply click Revert to this version, and the document will automatically roll back to that state. Similarly, if you delete a document and later discover you need it, you can find the file in the trash tab and retrieve it.
6. Edits and Updates
The Scribe editor has all the essential formatting features and an AI-powered text generator, which lets you flesh out documents that need more content. Combined with its management systems, Scribe is a comprehensive, cloud-based solution for editing and distributing process documents throughout your team.
7. Integrations
Scribe integrates with several document storage tools like SharePoint and Google Drive to make accessing and embedding files easier. It also supports integration with collaboration tools like Microsoft Teams to streamline sharing and collaboration.
Scribe: The Only Document Management System You Need
From automation and collaboration to version control and cloud storage, Scribe is the clear choice for any team looking for a centralized file database. Sign up for free and learn how Scribe’s DMS features can streamline file sharing, automate workflows and simplify record management for your team.
FAQs
What’s an Example of a Document Management Software?
Scribe is an excellent example of a DMS. It offers all the features these solutions should have, such as version control and cloud storage. And both basic and advanced features let teams easily collaborate on, archive and retrieve files however they need.
Does Scribe Share User Data With Third Parties?
Our platform uses a powerful AI system from third-party partners who manage and train the algorithm. That means we need to send those companies your prompts and usage data. However, we’ve worked out strict regulations that prevent third parties from using your information to train their AI models.
We also take data retention seriously. Third-party partners must delete your data no more than 30 days after using it to process a request. For any speech-to-text audio, they must delete it within 72 hours of processing. Check out our AI security and privacy practices page to learn more about our privacy and compliance policies.
What Are the Benefits of Document Management?
A document management system is essential for archiving and retrieving the many files your team relies on. With cloud-based document storage, version control and automated text generation, Scribe is a premium DMS that streamlines every aspect of document management.
Is Scribe Free?
Yes! Scribe is a free platform, so you can sign up today and start using it right away. Your free subscription gives you access to all the essential features. And with a Pro subscription, you can access added DMS capabilities like extra cloud storage and additional file-sharing options.
