Sometimes it feels like you’re drowning in documents. Who’s got the latest version of that whitepaper? Where can you find that subcontractor’s paperwork from five years ago? And why is everyone emailing long documents to each other rather than just providing what’s important? Let’s face it—your computer’s search bar isn’t always great at, you know, finding things.
With Evernote Teams, you can centralize, organize, and manage your company’s documents, spreadsheets, multimedia files, emails, and even Slack conversations. It’s a flexible way to store information in any format securely, and to make sure the right people can find it, no matter where they are. Spaces and notebooks keep things organized, while sophisticated search grammar and syntax empower teams to find what they need, when they need it. So stop digging through files and combing your network for documents. Evernote Teams puts it all at your fingertips.
Businesses need ways to store, organize, share, and update their files over time. Most businesses these days rely on robust document management software. Using a digital solution reduces the need for physical document storage in file cabinets and boxes. It also improves security, regulatory compliance, document retrieval, file backup, and disaster recovery.
A good document management system (DMS) includes the following features:
Support for a wide range of document types
People work with a variety of documents every day. These include word processing files, spreadsheets, design files, PDFs, emails, images, digital notepads, audio recordings, and more. A good DMS will seamlessly capture, store, and organize all of these document types.
Document management depends on organizing files in a logical manner. This may include document hierarchies and groupings, tagging, dating, and deletion protocols for outdated files.
File search and document retrieval
One of the best things about digital document management is you no longer have to dig through file cabinets, hunting for a lost piece of paper. The file structure of a good DMS provides the backbone for quick file retrieval. Advanced search makes it easy to find what you need by file name, keywords, tags, file type, or dates of creation and modification.
Security and file permissions
Protecting sensitive documents depends on a strong permission system and access control. Your contractors should have different permissions than your CEO, and teams may need permissions that can change as the need arises.
An effective DMS allows administrators to monitor user activity—who accessed what, when, and for how long. This provides an audit trail to follow if questions arise later.
Similarly, a well-designed DMS enables users to track any changes to a document and quickly recover old versions.
Ease of access and sharing
People aren’t going to use a system that’s overly complex or that makes documents hard to access and share. A good DMS integrates seamlessly with the software you need to get things done—from email to word processing to customer relationship management (CRM) systems.
With a cloud-based DMS, your team can access documents instantly from anywhere and with any device. Multiple people can work on the same document, which minimizes the potential for conflicting duplicates of the same file. There’s no need to backup files, as a cloud-based DMS saves everything automatically.
Using a cloud document management solution, large files can be shared much faster than with an on-premises system. Finally, as cloud systems are generally subscription-based, they eliminate the large upfront costs and effort needed to implement an on-premises solution (not to mention the effort and IT hours required to maintain and update that solution over time).
Whether your document management needs are simple or complex, Evernote Teams has got you covered. Our intuitive user experience, cloud-based approach, and flexible structure makes it easy to design a system that suits your team. Use Evernote Teams as a lightweight DMS for smaller organizations. Create your documents as notes (or upload existing documents to a note), then organize them within notebooks and spaces.
Larger teams can use Evernote Teams as a complement to their DMS. Create a space to store and share onboarding documents for new hires. House your sales collateral in a system of notebooks within your sales team’s space, so your reps can access the latest versions from anywhere. Or simply designate Evernote Teams as the place for meeting notes and brainstorming sessions, with spaces and notebooks organized by departments, teams, or projects.
Text, handwritten notes, images
Evernote makes it easy to capture and store not only text, but also handwritten notes and images. Simply use your phone’s camera to snap a picture of a whiteboard, business card, or anything you want to capture. Then save the image to a note that contains related information, or save it to a new blank note. Evernote even makes text within PDFs and images searchable for easy retrieval in the future. You can also gather online research with Web Clipper and save it to your Evernote.
Document organization (notebooks, tags, spaces)
Evernote’s simple notes-based design is incredibly versatile. Notes can be organized into notebooks by project, team, or any category you choose. Notes and notebooks can then be further organized within a dedicated space. For example, all marketing-related content can be stored in quarterly notebooks, which are then housed in the Marcom team’s space. Important notes can be pinned to the team’s space, and all updates appear in the ‘What’s New’ area, keeping everyone up to date with the most recent information and progress.
Note history takes regular snapshots of each note and allows you to roll back a note from Evernote Web or within Evernote for Mac or Windows. The activity feed shows recently changed notes and who made them. Deleted notes can be recovered from the business trash at any time.
Multiple user access, anywhere
Notes can be created, edited, and shared by anybody with the right permissions. Evernote Teams works as well on a mobile device as it does on the desktop. You can even work offline and then update your notes as soon as you’re connected to the internet.
Evernote’s powerful search grammar and advanced search syntax let users find notes by title, tags, creation or modification date, creation location, document source, and even the type of media they contain (audio, images, etc.).
Storage and security
Evernote Teams has all the capacity you need for storing and accessing your documents. Each business account has 20GB of monthly uploads plus an additional 2GB per user on the account. To keep it all safely stored, we use a datacenter that’s SAS 70 (Type II) and SSAE16 SOC-1 (Type 2) certified.
For access control, Evernote uses Security Assertion Markup Language 2.0 (SAML 2.0) to enable Single Sign-On (SSO). Our SSO implementation integrates easily with any large identity provider that supports SAML 2.0. We also support ADFS. Evernote Teams connects with your current Active Directory or LDAP solution, letting you invite or remove users right from within your existing administrative console. Admins can view and manage users and also review note activity for all team members to make sure everyone has the right level of access.
Store all types of files, from Office docs and PDFs to audio, images, and Google docs.
Don’t be limited by files and folders—organize your way so you can always find what you need.
Keep your team in sync by creating a single place for everyone in your company to get the info they need.
Spend less time searching for files or hunting for documents and more time getting things done.