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Document management is the process of storing, locating, updating, and sharing data for the purpose of workflow progression and business outcomes. Centralized sharing and data storage within specific servers help organizations access information efficiently and effectively, along with securing protected data. Programs and servers are used in the process of document management. Important metadata is centralized, as opposed to decentralized or difficult to locate.
By containing data on a shared server and within shared files, document management permits only authorized users to edit and add data to already existing data. It also ensures that downloads are only conducted by those who are authorized. Data can be encrypted to further ensure its security.
Servers designated to manage documents can also contain built-in workflow applications to maximize task management and assist in overall organizational workflow. Automated tracking of human tasks takes place during the document management process. Custom workflow capabilities can be constructed along with common template usages, eliminating the need for repetitive document creation.