{"id":77113,"date":"2021-07-29T22:35:20","date_gmt":"2021-07-29T22:35:20","guid":{"rendered":"https:\/\/monday.com\/blog\/?p=77113"},"modified":"2025-07-01T11:49:44","modified_gmt":"2025-07-01T11:49:44","slug":"document-management-online","status":"publish","type":"post","link":"https:\/\/monday.com\/blog\/monday-workdocs\/document-management-online\/","title":{"rendered":"Document management online: a handy guide"},"content":{"rendered":"\r\n\r\n\r\n\r\n\r\n<p>Organizations deal with huge amounts of information: processes, workflows, policies, contracts, customer data, you name it.<\/p>\r\n\r\n\r\n\r\n<p>Without a proper system in place, this information can turn your business into chaos.<\/p>\r\n\r\n\r\n\r\n<p>That\u2019s why organizations must adopt a solid document management platform that helps them not only store their documents but also categorize them in a way that fits their overall strategic objectives.<\/p>\r\n\r\n\r\n\r\n<p>We\u2019ll cover everything you need to know about selecting and implementing the right system for you, starting with the basics.<\/p>\r\n\r\n\r\n\r\n<h2 class=\"wp-block-heading\"><strong>What is online document management?<\/strong><\/h2>\r\n\r\n\r\n\r\n<p><a href=\"https:\/\/monday.com\/blog\/project-management\/document-management\/\" target=\"_blank\" rel=\"noopener noreferrer\">Document management<\/a>\u00a0is the strategic process of using software for storing, categorizing, prioritizing, and distributing your internal and external information to achieve a particular objective.<\/p>\r\n<p>For example:<\/p>\r\n<ul>\r\n<li>Training your team<\/li>\r\n<li>Helping customers<\/li>\r\n<li>Solving a business problem<\/li>\r\n<li>Making better decisions<\/li>\r\n<li>Increasing your efficiency in business processes<\/li>\r\n<\/ul>\r\n<p>Document management isn\u2019t new, but advanced document platforms and AI have revolutionized the way organizations approach this process.<\/p>\r\n\r\n\r\n\r\n<a class=\"twitter-box\" arial-label=\"Tweet\" target=\"_blank\" onclick=\"window.open(this.href,'targetWindow','toolbar=no,location=no,status=no,menubar=no,scrollbars=yes,resizable=yes, width=800,height=450'); return false;\" href=\"https:\/\/twitter.com\/intent\/tweet?text=\">By transforming paper documents into digital format, you\u2019re able to save storage space, find documents faster, and save and organize your information more efficiently.<span><\/span><\/a>\r\n\r\n\r\n\r\n<p>For instance, let\u2019s say that you\u2019re a SaaS organization with 100,000 customers.<\/p>\r\n\r\n\r\n\r\n<p>Let\u2019s also imagine that one of those customers asks for a refund. How can you find that specific user profile to issue the refund to the right account?<\/p>\r\n\r\n\r\n\r\n<p>You could search through 1,000s of documents in filing cabinets manually, but that\u2019d take eons.<\/p>\r\n<p>A document management platform could help you spot that information in just a couple of clicks, regardless of file types or if your team is searching on their mobile devices.<\/p>\r\n\r\n\r\n\r\n<p>This is a simple example, of course, but it explains the problem of managing documents the traditional way and shows why adopting a document management system to streamline sharing and collaboration on files is a must for modern organizations.<\/p>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\">What is a document management system?<\/h3>\r\n\r\n\r\n\r\n<p>Document Management Systems (DMS) are collaborative tools and systems used to receive, track, manage and store documents and reduce paper.<\/p>\r\n\r\n\r\n\r\n<p>A DMS helps you store your information in the cloud and provides you with different features to align that information with your business objectives.<\/p>\r\n\r\n\r\n\r\n<figure class=\"wp-block-image is-style-default\"><img decoding=\"async\" class=\"aligncenter\" title=\"The elements of document management\" src=\"https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/07\/What-is-Doc-Man-optimized.jpg\" alt=\"Visual representation of the different elements involved in document management\" width=\"568\" height=\"583\" \/><\/figure>\r\n\r\n\r\n\r\n<p>(<a href=\"https:\/\/www.document-genetics.co.uk\/images\/Solutions-Menu\/What-is-Doc-Man-optimized.jpg\" target=\"_blank\" rel=\"nofollow noopener\">Image Source<\/a>)<\/p>\r\n\r\n\r\n\r\n<p>Some of these features may include:<\/p>\r\n\r\n\r\n\r\n<ul class=\"wp-block-list\">\r\n<li>Document storage and retrieval<\/li>\r\n<li>Editing and formatting<\/li>\r\n<li>Data visualization<\/li>\r\n<li>Advanced search<\/li>\r\n<li>Digital file sharing<\/li>\r\n<li>Document tracking<\/li>\r\n<li>File management<\/li>\r\n<li>Automated workflows<\/li>\r\n<li>Mobile apps<\/li>\r\n<\/ul>\r\n\r\n\r\n\r\n<p>We\u2019ll cover some of these elements more deeply a bit later, but first, let\u2019s answer a major question.<\/p>\r\n<p style=\"text-align: center;\"><div class=\"signup-form-wrapper\">\r\n      <div class=\"signup-form-inner\">\r\n      <div class=\"banner \">\r\n         <span class=\"b-left\">\r\n            <div class=\"h2\">One platform for better teamwork <\/div>\r\n            <div class=\"h3\">\r\n              with monday.com Work OS                          <\/div>\r\n              <img decoding=\"async\" class=\"banner-logo d-none d-md-block\" src=\"https:\/\/monday.com\/blog\/wp-content\/themes\/monday\/img\/logo-white.svg\" alt=\"logo\">\r\n         <\/span>\r\n         <span class=\"b-right\">\r\n            <svg class=\"banner-stars d-none d-md-block\" width=\"183\" height=\"85\" viewBox=\"0 0 183 85\" fill=\"none\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\r\n              <path fill-rule=\"evenodd\" clip-rule=\"evenodd\" d=\"M178.536 62.5357L179.322 60L180.109 62.5358L182.645 63.3223L180.109 64.1087L179.322 66.6449L178.536 64.1088L176 63.3223L178.536 62.5357Z\" fill=\"#FBFBFB\"\/>\r\n              <path fill-rule=\"evenodd\" clip-rule=\"evenodd\" d=\"M146.776 74.7722L148.566 69L150.357 74.7731L156.129 76.5634L150.357 78.3534L148.566 84.1284L146.775 78.3544L141 76.5634L146.776 74.7722Z\" fill=\"#FBFBFB\"\/>\r\n              <path fill-rule=\"evenodd\" clip-rule=\"evenodd\" d=\"M5.77592 5.77216L7.5661 0L9.35658 5.77313L15.1289 7.56336L9.35717 9.35341L7.5661 15.1284L5.77533 9.35438L0.000457764 7.56336L5.77592 5.77216Z\" fill=\"#FBFBFB\"\/>\r\n            <\/svg>\r\n            <svg class=\"banner-stars d-block d-md-none\" width=\"271\" height=\"103\" viewBox=\"0 0 271 103\" fill=\"none\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\r\n              <path fill-rule=\"evenodd\" clip-rule=\"evenodd\" d=\"M266.345 69.806L267.092 67.3984L267.838 69.8059L270.246 70.5527L267.838 71.2994L267.092 73.707L266.345 71.2993L263.937 70.5527L266.345 69.806Z\" fill=\"#FBFBFB\"\/>\r\n              <path fill-rule=\"evenodd\" clip-rule=\"evenodd\" d=\"M238.282 93.9891L239.982 88.5078L241.682 93.9899L247.162 95.6895L241.682 97.389L239.982 102.871L238.282 97.3899L232.799 95.6895L238.282 93.9891Z\" fill=\"#FBFBFB\"\/>\r\n              <path fill-rule=\"evenodd\" clip-rule=\"evenodd\" d=\"M5.48421 5.67949L7.18416 0.198242L8.88438 5.68035L14.3643 7.37988L8.88419 9.07947L7.18416 14.561L5.4844 9.08033L0.00154114 7.37988L5.48421 5.67949Z\" fill=\"#FBFBFB\"\/>\r\n            <\/svg>\r\n            <a class=\"button-t\" href=\"https:\/\/auth.monday.com\/users\/sign_up_new\" target=\"_blank\">Get started<\/a>\r\n         <\/span>\r\n      <\/div>\r\n      <div class=\"only-mobile\">\r\n        <img decoding=\"async\" class=\"banner-logo\" src=\"https:\/\/monday.com\/blog\/wp-content\/themes\/monday\/img\/logo-white.svg\" alt=\"logo\">\r\n      <\/div>\r\n   <\/div>\r\n<\/div>\r\n<\/p>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\">What are the benefits of managing documents online?<\/h3>\r\n\r\n\r\n\r\n<p>From small businesses to large corporations, managing a wide range of documentation can be a costly and inefficient task, especially when it&#8217;s done solely on paper.<\/p>\r\n<p>Most organizations have at least started to digitize their information, but their processes haven\u2019t been adapted to this new way of managing documents.<\/p>\r\n\r\n\r\n\r\n<p>The average employee spends over <a href=\"https:\/\/blog.smarp.com\/employee-engagement-8-statistics-you-need-to-know\" target=\"_blank\" rel=\"nofollow noopener\">2.5 hours<\/a>\u00a0a day searching for information that\u2019s crucial for their jobs. This isn\u2019t only time-consuming but unbelievably frustrating.<\/p>\r\n\r\n\r\n\r\n<p>By adopting and implementing the right DMS, you\u2019ll be able to solve this type of problem and keep information handy in real-time for everyone in your organization.<\/p>\r\n\r\n\r\n\r\n<p>Other important benefits of adopting an online document management system include:<\/p>\r\n\r\n\r\n\r\n<ul class=\"wp-block-list\">\r\n<li><strong>Greater efficiency: <\/strong>a\u00a0DMS can help you find important documents faster.<\/li>\r\n<li><strong><a href=\"https:\/\/monday.com\/blog\/project-management\/standardization\/\">Better standardization<\/a>: <\/strong>if key members can access information when they need it, they\u2019ll be better equipped to implement your processes appropriately.<\/li>\r\n<li><strong>Organization-wide transparency: <\/strong>keeping your organization\u2019s documents handy for everyone can increase transparency.<\/li>\r\n<li><strong>Increased ability to solve problems: <\/strong>sharing your knowledge with employees will help them provide a better service to customers and solve problems more effectively.<\/li>\r\n<\/ul>\r\n\r\n\r\n\r\n<h2 class=\"wp-block-heading\">5 essential features of online document management software<\/h2>\r\n\r\n\r\n\r\n<p>Now that you understand the basics of document management, the question becomes: how can you choose the right DMS for your business?<\/p>\r\n\r\n\r\n\r\n\r\n\r\n<p>If you search for \u201cDocument management system\u201d in Capterra, one of the largest software reviewing networks, you\u2019ll find 10,000 results.<\/p>\r\n\r\n\r\n\r\n<figure class=\"wp-block-image is-style-default\"><img decoding=\"async\" class=\"aligncenter\" title=\"Capterra's search results for &quot;Document management system&quot;\" src=\"https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/07\/2021-07-12_16-28-57.png\" alt=\"Capterra's search results for &quot;Document management system&quot;\" width=\"785\" height=\"451\" \/><\/figure>\r\n\r\n\r\n\r\n<p>So, instead of giving you a huge list of different platforms, let\u2019s cover the essential features any great DMS must offer:<\/p>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\">1. Cloud storage<\/h3>\r\n\r\n\r\n\r\n<p>To manage electronic documents, you need a place to store them and organize them digitally \u2014 one of the reasons cloud infrastructure services amounted to <a href=\"https:\/\/www.statista.com\/statistics\/1114926\/enterprise-spending-cloud-and-data-centers\/\" target=\"_blank\" rel=\"nofollow noopener\">$130 billion<\/a>\u00a0last year.<\/p>\r\n\r\n\r\n\r\n<p>To effectively move your document management online, it\u2019s important to find a platform that offers powerful cloud storage features.<\/p>\r\n\r\n\r\n\r\n<p>For example, with monday.com, we provide you with a <a href=\"https:\/\/monday.com\/templates\/template\/71895\/digital-asset-management\" target=\"_blank\" rel=\"noopener\">template to manage your digital assets<\/a>. You can store up to 1,000 GB, depending on your subscription.<\/p>\r\n\r\n\r\n\r\n<figure class=\"wp-block-image is-style-default\"><img decoding=\"async\" class=\"aligncenter\" title=\"monday.com's digital asset management template\" src=\"https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/07\/digital_asset_management_dam_first-4.png\" alt=\"monday.com's digital asset management template screenshot\" width=\"1200\" height=\"695\" \/><\/figure>\r\n\r\n\r\n\r\n\r\n\r\n<p>This template is fully customizable, and you can adapt it to your needs with just a few clicks.<\/p>\r\n\r\n\r\n\r\n<p>You can also invite all your team members to collaborate and share documents in a single place, which can help you get more digital document control\u00a0and increase process adoption.<\/p>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\">2. Activity logs<\/h3>\r\n\r\n\r\n\r\n<p>To improve your <a href=\"https:\/\/monday.com\/blog\/project-management\/project-governance-your-guide-to-the-decision-making-process\/\" target=\"_blank\" rel=\"noopener\">information governance<\/a>\u00a0and make sure only the right people can access your data, you need a way to visualize the history of your documents.<\/p>\r\n\r\n\r\n\r\n<p>With monday.com\u2019s Activity Log, for example, you can explore all the history you\u2019ve had with teammates, clients, and stakeholders, as well as tracking any document changes along the way.<\/p>\r\n\r\n\r\n\r\n<figure class=\"wp-block-image is-style-default\"><img decoding=\"async\" class=\"aligncenter\" title=\"monday.com's Activity Log\" src=\"https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/07\/image-2-3-1.png\" alt=\"monday.com's Activity Log in action\" width=\"1200\" height=\"614\" \/><\/figure>\r\n\r\n\r\n\r\n<p>Plus, you can also set permission levels so that only specific team members can access and edit certain information.<\/p>\r\n\r\n\r\n\r\n<figure class=\"wp-block-image is-style-default\"><img decoding=\"async\" class=\"aligncenter\" title=\"monday.com's permission levels\" src=\"https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/07\/Frame-1-82.png\" alt=\"monday.com's permission levels in action\" width=\"1200\" height=\"675\" \/><\/figure>\r\n\r\n\r\n\r\n<p style=\"text-align: center;\"><a class=\"cta-button blue-button\" aria-label=\"Get started \" href=\"http:\/\/auth.monday.com\/solutions\/add_solution?solution_id=10005150\" target=\"_blank\">Get started <\/a><\/p>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\">3. Automations<\/h3>\r\n\r\n\r\n\r\n<p>Managing documents online can be difficult, as it involves several tasks and processes that may be repetitive.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n<blockquote>\r\n<p>By tapping into AI to streamline repetitive tasks, you\u2019re able to save otherwise wasted time and repurpose it into more productive activities.<\/p>\r\n<\/blockquote>\r\n\r\n\r\n\r\n<p>In fact, studies reveal that <a href=\"https:\/\/www.mckinsey.com\/~\/media\/McKinsey\/Featured%20Insights\/Digital%20Disruption\/Harnessing%20automation%20for%20a%20future%20that%20works\/MGI-A-future-that-works_In-brief.pdf\" target=\"_blank\" rel=\"nofollow noopener\">3 out of 10<\/a>\u00a0activities can be fully automated in 60% of all occupations.<\/p>\r\n\r\n\r\n\r\n<p>Electronic document management is definitely one of those activities.<\/p>\r\n\r\n\r\n\r\n<p>For instance, with monday.com, you\u2019re able to automate well over 250,000 human actions, including:<\/p>\r\n\r\n\r\n\r\n<ul class=\"wp-block-list\">\r\n<li><strong>Task creation:\u00a0<\/strong>create new tasks automatically and assign them to the right team member with ease.<\/li>\r\n<li><strong>Repetitive processes: <\/strong>automate repetitive tasks and processes in just a couple of clicks.<\/li>\r\n<li><strong>Notifications: <\/strong>notify team members whenever a specific action is completed.<\/li>\r\n<li><strong>Tagging: <\/strong>tag team members, clients, and stakeholders based on specific trigger actions.<\/li>\r\n<li><strong>Reporting: <\/strong>automate reporting and keep everyone informed.<\/li>\r\n<li><strong>Custom: <\/strong>build custom automation recipes to streamline any type of task.<\/li>\r\n<\/ul>\r\n\r\n\r\n\r\n<p>This gives you enough flexibility and infinite combinations to automate even the most complex of processes.<\/p>\r\n\r\n\r\n\r\n<figure class=\"wp-block-image is-style-default\"><img decoding=\"async\" class=\"aligncenter\" title=\"monday.com's automations center\" src=\"https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/07\/image-252-2.png\" alt=\"monday.com's automations center screenshot\" width=\"1200\" height=\"660\" \/><\/figure>\r\n\r\n\r\n\r\n<p>For instance, you could build automation so that every time a team member creates a document, you send an email to the team leader.<\/p>\r\n\r\n\r\n\r\n<p>On top of that, you could set another automation to assign a specific project to a team member every time a new task is created.<\/p>\r\n\r\n\r\n\r\n<p>You could even automate your approval workflow to speed up your work and make sure every document meets your quality standards.<\/p>\r\n\r\n\r\n\r\n<p>And these are just some of the things you can do with monday.com\u2019s automation features.<\/p>\r\n\r\n\r\n\r\n<p>To get a more complete picture of monday.com\u2019s automation center, check out this quick video overview:<\/p>\r\n\r\n\r\n\r\n<p><iframe loading=\"lazy\" title=\"Automations | monday.com tutorials\" width=\"500\" height=\"281\" src=\"https:\/\/www.youtube.com\/embed\/ihx24g34yWs?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe><\/p>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\">4. A centralized workspace<\/h3>\r\n\r\n\r\n\r\n<p>Document management is a <a href=\"https:\/\/monday.com\/blog\/remote-work\/collaborative-office-space\/\" target=\"_blank\" rel=\"noopener\">collaborative practice<\/a>.<\/p>\r\n\r\n\r\n\r\n<p>Since the whole organization needs to be involved in the process, you need a platform that centralizes all your communication into a single place.<\/p>\r\n\r\n\r\n\r\n<p>This way, any relevant <a href=\"https:\/\/monday.com\/blog\/project-management\/stakeholder-analysis-ultimate-guide\/\" target=\"_blank\" rel=\"noopener\">stakeholder<\/a>\u00a0can be aware of crucial information and solve problems more efficiently.<\/p>\r\n\r\n\r\n\r\n<p>This is one of the main reasons nearly <a href=\"https:\/\/www.pwc.com\/us\/en\/library\/covid-19\/us-remote-work-survey.html\" target=\"_blank\" rel=\"nofollow noopener\">72%<\/a>\u00a0of business professionals plan to invest more into virtual document collaboration software.<\/p>\r\n\r\n\r\n\r\n<p>With monday.com, you can bring your entire organization together and improve the way you collaborate.<\/p>\r\n\r\n\r\n\r\n<figure class=\"wp-block-image is-style-default\"><img decoding=\"async\" class=\"aligncenter\" title=\"monday.com's visual interface in action\" src=\"https:\/\/monday.com\/blog\/wp-content\/uploads\/2021\/07\/2021-07-26_22-56-40-1.png\" alt=\"monday.com's visual interface in action\" width=\"535\" height=\"363\" \/><\/figure>\r\n\r\n\r\n\r\n<p>You can also integrate over 40 of your favorite tools and apps and build a single source of truth for your team.<\/p>\r\n\r\n\r\n\r\n<p>Besides, our platform is fully customizable and simple to use. You can drag and drop elements at will to design a solution that fits your exact needs.<\/p>\r\n\r\n\r\n\r\n<p>This is especially important for non-developer teams who need a visual interface to complete their tasks.<\/p>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\">5. Security<\/h3>\r\n\r\n\r\n\r\n<p>Moving your document management online involves some risks.<\/p>\r\n\r\n\r\n\r\n<p>Since all your confidential information is stored in the cloud, competitors and hackers can access your documents more easily.<\/p>\r\n\r\n\r\n\r\n<p>That\u2019s why you need a platform that meets the strictest security standards and provides solid features to protect your information.<\/p>\r\n\r\n\r\n\r\n<p>For instance, monday.com complies with some of the most rigorous security standards in the industry, including SO\/IEC 27001:2013.<\/p>\r\n\r\n\r\n\r\n<p>Our platform has been used to build airplanes and medical clinics, and over 100,000 organizations trust us to manage their work online.<\/p>\r\n\r\n\r\n\r\n<p>With monday.com, you can have the peace of mind that all your information is secure and protected at all times.<\/p>\r\n\r\n\r\n\r\n<h2 class=\"wp-block-heading\">Time to improve your document management processes<\/h2>\r\n\r\n\r\n\r\n<p>We live in the age of information where your data represents your most valuable asset.<\/p>\r\n\r\n\r\n\r\n<p>So treat it accordingly and develop a process that helps you manage your documents in a more secure and effective way.<\/p>\r\n\r\n\r\n\r\n<p>Hopefully, these ideas help you implement the right document management solution and get the most out of your information.<\/p>\r\n\r\n\r\n\r\n<p>And, if you\u2019re looking for a platform that\u2019s powerful and simple to use at the same time, then monday.com might be a great option.<\/p>\r\n\r\n\r\n\r\n<p>We suggest you try out our fully customizable <a href=\"https:\/\/monday.com\/templates\/template\/71895\/digital-asset-management\" target=\"_blank\" rel=\"noopener\">digital asset management template<\/a>. It\u2019ll help you manage your documents quickly and efficiently.<\/p>\r\n<p style=\"text-align: center;\"><a class=\"cta-button blue-button\" aria-label=\"Get started \" href=\"http:\/\/auth.monday.com\/solutions\/add_solution?solution_id=10005150\" target=\"_blank\">Get started <\/a><\/p>\r\n","protected":false},"excerpt":{"rendered":"<p>Organizations deal with huge amounts of information: processes, workflows, policies, contracts, customer data, you name it. Without a proper system in place, this information can turn your business into chaos. That\u2019s why organizations must adopt a solid document management platform that helps them not only store their documents but also &#8230;<\/p>\n","protected":false},"author":5,"featured_media":77073,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_yoast_wpseo_title":"How to manage your documents online %%page%% %%sep%% %%sitename%%","_yoast_wpseo_metadesc":"Learn exactly how to manage your documents online, as well as the essential elements of any great document management 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