As your business transitions from paperwork to paperless document management systems, knowing how to zero down on the most ideal software is always important. Here are some of the most valuable tips to help you find that suitable system that will help you run your business or organization effectively.
Features To Look For In An Online Document Management SolutionThe most important things to consider when buying a DMS are the features. These will help you manage your documents efficiently while getting a guarantee of security and return on investment. Always zero in on these features: -
Smart OrganizationAs your business grows, the volume of documents also grows and managing all these can turn out to be problematic. The more your organization or business grows, the more the documents you are likely to be handling. When looking for a reliable document management software, always look for organizational hierarchy as this will help ease the process of juggling your documents. DMS that has features like rating, tagging and categorization makes it very easy for you and your staff to find any required files quickly without causing any headaches.
A Robust Search ElementGetting specific files and documents can become increasingly challenging as your business and knowledge expands. You and your staff members should be able to go through all your files and documents, yet this is one feature that is lacking in many document management systems. The ideal online document management system should provide you with a robust search engine able to help you browse your company’s or organization’s content accurately. This will help save time for both you and your team.
PermissionsManaging a social community can be very difficult especially for businesses or organizations dealing with a huge staff membership. However, permissions could be very necessary in addressing this issue as they makes it possible for you to choose those with the ability to change or delete documents and files and those not allowed to. For this reason, the ideal document management solution should allow administrators to assign specific permissions to different employees thus helping protect and keep control of important documents from any alterations.
Universal Format SupportA close look at the modern technology progress reveals a constant change in file formats. Unlike in the past, different extensions such as .docx and .pdf are swiftly dominating the professional world. However, this does not mean that these are the only ones being used as different other formats are always in emergence. The truth is that newer formats will be catching up with us and the ideal online document management solution should be able to support as many formats as possible. This will eventually protect you and your business files and documents from any issues as time goes by.
Updates and VersionsUploaded documents and files are always changing and every business should therefore have a DMS that offers various file versions and feature updates. You do not want to find yourself in a situation where you are stuck since you can’t revert to the previous document. In addition, you need a data management solution that does not take you back to the very beginning in case any mistakes are made when working on the documents and files. The ideal DMS should be able to save all the versions of your documents when you upload them thus making it easy for you to revert to their history before any necessary alterations are made. Even the older documents should at least be saved alongside the new ones in case you need to revert back to them.
An Attractive UIThe interface of the DMS should definitely be appealing. The document management system will be in use every day and therefore should have an attractive user interface that is appealing to your staff members and you as well. You don’t want something that is dull and repulsive. A system that is not attractive could easily make the transition a bit harder. As with a web design, what people see can have an impact on their interaction with the document management solution. Look for something that offers greater efficiency, security and user-friendly features but do not forget the interface.
There are quite a number of online document management solutions you could consider. However, always go for the one that offers you the best experience, not-too high a price and a good return on investment.