How to Choose a Document Management System
Regardless of whether you own a small business or run a large-scale organisation with many employees and a lot of business documents, you may struggle to manage all the paperwork. In such a situation, a document management system may be of the utmost benefit for you. A DMS is system based on computer programmes, in the case of digital documents, which allows you to keep control of all your records, by tracking, managing and storing them. Most of these are also able to keep a record of various versions which have been created and modified by different users (known as history tracking). This type of software also facilitates smooth business process automation, and speedy content retrieval. This term also overlaps with concepts relating to content management systems (CMS).
One of the most essential features of document management software is that it helps you keep everything organised, through providing you with a framework to help you coordinate and manage all of the paperwork. Using a DMS also helps in organising all of your digital files, besides paper documents in a centralised location.
If you are seeking a file management system, you need to have a clear idea from the start regarding what a DMS should be like. It may be difficult for you to choose the right one for your business, when there are so many available on the market. With this in mind, below are certain essential features you should look out for when making your choice:
Collaboration: Whichever DMS you choose, it should enable you to collaborate with team members though the easy sharing of documents. All of the software users should be able to share and access the documents, whether they are office-based or mobile, i.e. on the road.
Filing Structure: A file management system needs to be designed with an easy-to-use filing structure, with tabs, folders and cabinets to help keep the documents organised. It is important to ensure that the software you choose lends itself to easy transitioning to paperless operations. A skilfully designed software should ensure consistency in filing, and also permit you to give access rights to certain documents.
Disaster Recovery: This is a key feature of any file management system. It is imperative, since all of the data stored must have a back-up so that it is not lost for good in the event of some kind of disaster. If you don’t have this feature, you will have no chance of recovering all your most valuable data following some kind of catastrophe, like a flood or fire.
Cloud-Based: If you have staff working in remote spots or your business has multiple branches in different locations, you should choose a Cloud-based DMS. This type of technology helps to unify all of your staff across a single platform, allowing each employee to work in the most effective way possible.
Apart from these main key features that you should look out for when investing in a document management system, check to see if you can configure the software according to your business requirements. If you invest in a high-end DMS, it will allow you to view the data in a customized way, which improves the user experience.
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