Online Document Management Guide – Stay in Touch 24/7

Nowadays, there are lots of technologies aimed to make your workflow paperless and successfully keep its management afloat. They represent so many features and specific options that you can’t always imagine that this or that tool exists at all. Document management software allows people to create, process, edit, organize, distribute, sign and store files in various ways. Our site office16plus.com has prepared a brief overview of solutions that help to streamline workflow and stay productive during any part of the day.

Programs for Text and Data Processing

This kind of software includes the well-known and widely-used Microsoft Office package that provides a wide range of programs: Word, Excel, PowerPoint, OneNote, Outlook and more. They are designed to create documents, process, edit them and share. Choosing this package, users have the following opportunities:

  1. Produce text documents and format them according to the needs and requirements.
  2. Add graphical and media objects.
  3. Carry out accounting operations.
  4. Create spreadsheets with data.
  5. Automate calculations.
  6. Draw up presentations.
  7. Make instant notes.
  8. Share files among coworkers.

MS package products are often integrated with other systems, sites and web-solutions in order to organize your work in an even more convenient way.

Alternative programs to Microsoft Office that provide alike features are:

  • Google docs, tables and presentations
  • LibreOffice
  • SoftMaker FreeOffice
  • WPS Office

For Mac:

  • Apple iWork
  • Slugline
  • Scrivener
  • Blogo

These services are used to create files for various purposes. They may serve for personal as well as for corporate needs in different fields. The variety of functions and integrations gives users much room to work.

PDF Editing Solutions with E-Signature for Online Tax Forms

This type of tools is intended to edit portable document format files and authorize them with the help of electronic signature. Some of them have to be installed on the desktop computer or mobile device; some of them work right from the web browser.

Here is what people can do with such tools:

  1. Edit PDFs by adding text and objects like pictures, links, graphical elements and comments.
  2. Make documents interactive with the help of fillable fields. This makes collaboration among a group of people more convenient.
  3. Add watermarks and logo for corporate papers.
  4. Use the same file several times without creating it from scratch.
  5. Put a legally-binding signature right from the device.
  6. Distribute documents via email, fax or even post a link on the website.
  7. Set notifications for the recipients not to miss an important file.
  8. Provide encryption for sensitive data.
  9. Complete important blanks even from a mobile device.

Examples of such programs:

  • PDFfiller
  • PDFelement
  • Adobe Acrobat
  • PandaDoc

These solutions are fit for business purposes as they provide secure and paperless document exchange. They are utilized to sign real estate agreements, NDAs, complete medical forms, conclude contracts with partners and are especially useful for preparing tax forms. Like in a case with W-2 and 1099-MISC, where more than one person has to be involved. Instead of preparing online papers and forms manually, they can be easily completed, signed and shared online from any available device 24/7.

Cloud Storages

Keeping files in a cloud became an inevitable phenomenon in modern world. It is a perfect tool to save and exchange your data. Cloud storages almost don’t exist independently and it’s no wonder. Developers and creators engaged in document management solution are eager to provide high-quality security for their client’s information.

When using web-applications and websites for document processing, it is likely that files bound to your account will be encrypted and stored in the cloud provided by the service you are working with. Not to worry, this kind of information is prohibited for disclosure and reliable service providers keep it safe and easily-accessible only to you. It is made in such a way so that you can quickly find the document or template and use for your needs. For example, if you signed any contract or filed a tax form, you can search for it in your account in a matter of seconds.

Most popular examples:

  • OneDrive
  • iCloud
  • Dropbox
  • Google Drive

Document Management Systems

There are platforms that are designed to organize and manage workflow in general. For example, one of the best DMSs according to FinancesOnline rating – Noodle Intranet. This a kind of internal workspace where people can share files, use different apps and collaborate on projects. Such systems often have many integrations to give their clients an opportunity to work on many tasks and have everything at hand without leaving a single portal.

Other examples of DMS platforms:

  • eFile Cabinet
  • Zimbra
  • Templafy
  • Docuware

There is a wide range of solutions, every of which offers its unique and helpful features. You are free to choose whatever you want according to your needs and purposes. Whether you’re working on a construction project, sign an agreement with several parties or file your income tax return, you’ll be always able to find a digital tool that will make this procedure much easier and faster.

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