Transforming Document Management: Trends and Innovations to Watch

Document management trends have become increasingly significant in the modern world. They provide a multitude of advantages, including improved efficiency, enhanced productivity, the utilization of best practices for document management, greater control over document versions, and comprehensive document lifecycle management.

Several notable document management trends can be observed in today’s landscape. These include the rising popularity of cloud-based solutions, the growing adoption of artificial intelligence, the increasing implementation of blockchain technology, automated document classification, and various other cutting-edge technologies.

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#1 Increase cloud storage usage

Remote work has significantly transformed the operations of numerous businesses, consequently necessitating a shift in the required technology to facilitate work-from-home arrangements. The expeditious decline of traditional paper processes and face-to-face communication has compelled the immediate evolution of document management systems. This evolution ensures that dispersed knowledge workers can conveniently and expeditiously access necessary documents.

Cloud-based document management offers a scalable solution that is flexible, agile, and streamlines the transition from office-bound processes to remote-based data organization. Companies can quickly expand their storage requirements as document volume increases, ensuring that all creation, collaboration, modification, and filing are done on a single centralized platform. This user-friendly solution allows businesses to efficiently manage their data, regardless of their growth rate.

#2 Mobile access and optimization

The demand for software that is easy to use across various devices and features enhanced interfaces for work has seen significant growth. It has become mandatory for document management to provide cloud-based access, enabling users to conveniently search, create, and store documents and images on smartphones or tablets, regardless of location. This trend has been observed prior to 2020, but the COVID-19 lockdowns and the increasing prevalence of mobile and remote workforces have underscored the necessity of having readily available information.

#3 Ease of cross-tech-stack integrations

One of the challenges of the fast pace of technological advancements is the need for organizations to incorporate adaptability into their IT infrastructure. Rapid change can lead to rapid obsolescence, underscoring the importance of using solutions that seamlessly integrate with other components of the tech stack.

Normally, modern document management software and components provide integration options through direct connections or import/export functions across different tools. However, the most dependable approach involves leveraging well-documented APIs.

Another approach is to digitize the technology while retaining the classic advantages. So now you can send a fax from your smartphone using only the Faxes From iPhone app and it’s much more convenient than the old technology. With the same level of security, but greater speed, ease of digitization, and low-cost technology, digital fax has become a must-have application in business.

#4 Artificial Intelligence (AI)

This is a cutting-edge trend in document management systems. Given that a DMS forms the central repository of an organization’s information, automating repetitive tasks surrounding these assets becomes crucial. Robotic Process Automation (RPA) leverages specialized computer programs, commonly referred to as software robots, to automate and streamline recurring business activities and processes.

#5 Automate document classification

In the not-too-distant past, corporations used to rely on manual classification of papers. Employees had to spend a considerable amount of time going through each document, categorizing them, and filing them correctly.

The program observes human tasks and actions, learning from them to eventually automate the mundane and repetitive jobs that people no longer have to do. It also provides opportunities to connect diverse data sources and link interdependent processes with minimal manual intervention, including rule-based decision-making.

#6 Automated document classification

Not too long ago, corporations had to manually classify papers, envisioning the time-consuming process an employee would undertake – browsing through each document, determining their categories, and filing them correctly.

This old practice was not only time-consuming but also prone to errors. Luckily, recent technological advancements have paved the way for automating document classification through machine learning and artificial intelligence. Embracing automation brings countless benefits, making document categorization more precise and reliable.

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#7 Federated search

Many companies often find themselves storing and managing their documents using multiple document management systems. This can create unnecessary hurdles for employees who are searching for information to complete specific business tasks.

Federated search offers a solution to overcome these information silos. By utilizing a single search location, enterprises can find documents regardless of their original location, resulting in a more streamlined process. This approach reduces the amount of time employees spend searching for information, ultimately boosting productivity and enhancing overall efficiency.


Document management trends such as the utilization of cloud-based solutions, increased use of mobile devices, cross-tech-stack integrations, AI implementation, automated document classification, blockchain technology for security, and RPA technologies have enabled organizations to work faster and more efficiently. Organizations must remain aware of these trends in order to make informed decisions that will benefit their businesses.

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