Free Document Management Software with Collaboration Tools

Free Document Management Software

Many organizations are transitioning towards paperless offices, especially with the rise of remote working. If you're on the hunt for a free document management system for your team, look no further.

Bitrix24's digital workplace is simple and easy-to-use. It allows businesses to collaborate on digital documents, store and manage files neatly and logically. In additions, transitioning to a paperless system can lead to significant cost savings for businesses.

With unlimited free users and free cloud storage, you can run a test in your department right away and scale up to your entire company with no extra investment. And it's not just an electronic document management system. Bitrix24 is an all-in-one business platform that gives you all kinds of new integrated tools spanning communication, HR, project management, and a CRM.

Multiple drives for multiple uses

Bitrix24's free document management software lets you organize all the teams in your company in a clear, logical way. You can segment your documents into separate Bitrix24 Drives to keep things clear, ordered, and easy to use.

Launch one drive for your personal work, another for your team, and one more for the entire company. With multiple drives available, you can keep sensitive documents on a need-to-know basis while not overloading people with documents they don't need.

Collaborate on documents in real time

To save time and maintain accuracy, collaboration is a must have for any free document management software. Whether it's for remote teams building a project together, a manager needing to approve a draft, or a last-minute dash that needs multiple brains at once, collaboration is key.

Effective collaboration is facilitated by a centralized repository that allows multiple users to share and edit documents simultaneously. When you're working on a document with others, you can see where your colleagues are as their name appears on the line they're working on. Then you'll see their words appearing in real time, just as they'll see yours.

Control access rights and improve data governance

Multiple drives are one way of making sure only specific people can access your documents. But what happens if you want to give someone access to a drive, but keep certain documents within that drive off limits?

Document management systems should have customizable access restrictions to protect data. User authentication, role-based permissions, and encryption are essential for security and access control in document management systems.

DMS enhances security by implementing access controls, encryption, and audit trails. Set up access rights for those documents that have to be on a need-to-know basis.

Perhaps you don't want clients to see your inner workings, or maybe you want to make a company announcement that isn't quite ready to go public. You can even use access rights to make a document read only and stop accidental changes fr om being made.

Forget multiple versions — go for revision history

Don't save endless versions of the same document and risk losing information (and your mind) as you sift through them all looking for the most current file.

With Bitrix24's free document management system, you can clean up your drive by having one document that you build on, safe in the knowledge that if you need to see a past version, you can click on the version history and get there in no time. You'll be able to see details like the users who modified the file, the date changes were made, and the file size & name. If you need to get a past version back, just click restore previous version and there you have it.

Communicate like a pro

It's great to collaborate on your docs, but you need to discuss your ideas and business plans efficiently first. Bitrix24 enhances your free document management software with an array of internal communication tools.

Add communication into your workflow with a pre-project video meeting and a follow-up email. This is wh ere you outline all your major targets and tasks. Then, when you and your team are working, you can talk to each other with quick-fire instant messaging and file sharing. By setting standards with how you communicate, you can cut out misunderstandings and ensure your work goes smoothly.

Use Bitrix24 to create automated workflows

Workflow automation helps automate approval processes and document routing to improve efficiency and minimize manual processes. With Bitrix24's project management tools, you can set up workflows that save you a lot of the smaller repetitive tasks.

Document management systems fully automate routing, delivery, escalation, and approval of vital documents. When you've created your automations, when one task is completed, a notification is sent to the next task and employee in the workflow. You can even delay notifications to allow for a quick review of each task.

Fully integrated with your free document management software, our project management system keeps your files within one easily accessible system. That means that everybody involved in your workflow will have immediate access to the correct document alongside their task instructions.

Compliance with the Regulations

Document management solutions can help organizations achieve compliance with regulations such as GDPR, HIPAA, and PCI DSS:

• Effective data governance in document management leads to improved compliance and reduced business risks.
• Automated compliance checks help organizations maintain adherence to regulatory requirements in document management.
• Enhanced security features, such as encryption and access controls, help maintain compliance with industry regulations.
• Document management systems can help organizations comply with regulations by establishing effective retention policies and facilitating accurate audit reporting.
• Automated routing standardizes processes and ensures compliance with business rules during document approval.

Integrate documents with other apps

Integration with existing business software ensures a seamless flow of information across platforms, preventing data loss. If you're already used to apps like Dropbox, Google Drive, or OneDrive, you can continue using those systems to work on your documents in Bitrix24.

You can sync your documents which will be indexed and given default access rights without you lifting a finger. This syncing even allows you to see if you have a newer version in the external file storage account and make sure you're up-to-date in both systems.

Another useful way of integrating your tools is to upload a version of your documents. When looking through your revision history, click the “upload version” button and upload your Microsoft Word or Google Doc file.

Document retention across all devices

Get full flexibility with a mobile app to accompany your desktop document management software. When you're on the go, you need to have quickly access documents to write, modify, update, and review your documents. Bitrix24 comes with a fully functioning mobile app for both iOS and Android that gives you and your team a vast amount of working options.

Just like on the app, Bitrix24 offers free document management software for Windows and for Mac. So when you're searching for the best tool for you, stick to Bitrix24 and save yourself the stress of a more limited free document management system.

Intelligent content management with Bitrix24

When you've got free document management software at the click of a button, there's no reason not to get started right away. You can immediately start using your new tool regardless of the device preference and we're sure your entire team will love it too — after all, more than 15,000,000 companies have already made the switch to Bitrix24 for their business functions.

Choosing the right document management software requires evaluating the specific needs of your organization. Bitrix24 is a comprehensive solution that offers numerous benefits, making it one of the best platforms on the market for both large companies and small businesses:

• Our document management system is designed to be scalable to accommodate growing businesses.
• You can use advanced search functions, including full-text search, OCR, and metadata indexing for efficient document retrieval.
• Real-time tracking and notifications enhance visibility into document status and responsibilities.
• Automated backups with data loss prevention of the files stored in the cloud protect documents fr om physical disasters, ensuring business continuity.
• Improved efficiency allows employees to spend less time searching for documents and managing physical storage.
• AI can enhance document management by automating routine tasks within workflows. AI-powered tools can also provide context-aware alerts to detect potential data theft.

So head over to the Bitrix24 registration page and start your digital transformation today. Whether it's just to manage your documents, or you want to start using the entire suite of apps, it couldn't be easier. For a little extra, you can consult the Bitrix24 user manual and get tips and tricks to streamline your processes.