Once you have chosen to go paperless, figuring out what DMS to have is the next step. But what do you really need to look for in a Document Management Software? To help you, we listed some of the things you should consider:
Certainly, one of the most important elements of any software is usability. A typical DMS could offer all the features in the world, but they won’t do you any good if the system isn’t user-friendly. Especially if all of your employees are not technically adept.
- Document Sharing and Collaboration
While the primary function of a document management system is to digitize and organize files, a good one should allow users to share files with one another and collaborate on editing them. Users should be enabled to edit and work on a document simultaneously.
- Version Control
Another critical feature of document management software is version control or “versioning” since it will let you keep track of changes to a document. The best document management software even maintains an archive of old versions, letting you see how documents have changed over time and revert to an old version if needed.
- Image Scanning and OCR
Image scanning and optical character recognition are useful features once you choose to digitize. Scanning is the first step and OCR is a more advanced feature. The best document management systems should have both in order to organize your data.
- Workflow Automation
Most businesses chose to implement a DMS for workflow automation because it streamlines your processes. The best document management systems even allow you to customize workflows to suit the way your teams work together.
- User Permissions
An essential element of a good document management software is the ability for administrators to set individual user permissions. Not only is this useful for efficiency purposes, it is also an important security measure. The best DMS can even allow you to change permissions on the fly if you need to make an exception while keeping the default permissions settings the same.
- Mobile Functionality
In today’s business environment, mobile device access is essential so you can access and retrieve your files on the go.
- Data Security
As you can imagine, data security is a vital part of any document management system especially these days when businesses aim to go digital. With more and more customers entrusting sensitive personal information to the companies they do business with, it is your organization’s responsibility to ensure that customer data is safe and protected from a breach.
- Retention Policy Services
As the number of your incoming documents grow, litigation risks and discovery costs also greatly increase. A good DMS should be easily and automatically applied and enforced at the platform level across all content types, enterprise-wide without any action from end users.
- What analysts are saying
Experts say that a well-maintained document management process helps businesses remain compliant with recordkeeping regulations, avoid security risks, and streamline the overall workflow and productivity of the company. You should consider ways to optimize your process, including aspects such as storage methods, implementing retention and data backup programs, and continually monitoring for opportunities for improvement.