7 Key Features Of A Document Management System
With the rise of technology and a wide variety of innovations left and right, it can be confusing to decide upon which particular type of system would best suit your needs.
When it comes to a document management system, there are now plenty of different features and types you can choose from which can offer you varying levels of benefits. Because of that, it’s crucial that you learn what those features are so you can better decide which system will be best for you.
You can check out https://www.greenofficepartner.com/managed-print-services if you already know what you’re looking for, otherwise, keep reading below to learn about key features you need to consider when shopping for a document management system.
- Cloud Access
Nowadays, it’s practical to take your business online. Employees can easily access different documents at any time and place if your document management system has web integration. Since most businesses are already online most of the time anyway, there’s no reason as to avoid choosing a system that’s not web-based. Of course, there will be instances where you might find your system offline, but it doesn’t mean you should opt for it solely, since having access to the cloud will make work easier and faster. Check out the Green Office Partner website to find some of the world’s best cloud-based systems.
- Smart Organization
One of the top reasons why companies choose to invest in a document management system is because of how well it can organize documents. Juggling through a ton of files can easily become problematic, and here is where a system with smart organization feature comes in. When looking for a document management system, make sure that it offers organization features such as categorization, tagging, and rating so you can find files quicker.
- Use Interface Appeal
Just because you use it for work, doesn’t mean it has to look plain and boring. You, along with the rest of your staff, will constantly have to use the software on a daily, so it’s important that it has an appealing user interface. Even if a software offers an easier and quicker work process, it won’t be as easy to transition to if it’s hard on the eyes. Consider a system with a well-designed UI as much as it is efficient in its other features.
- Powerful Search Engine
Since the system will potentially carry a load of documents, it needs to have a powerful search engine so that it makes finding files faster and easier. Look for a robust search feature with high accuracy when it comes to looking for certain documents so you won’t have to type specifics, especially when you’re in a hurry.
- Version Control
If the majority of a company has access to the document management system, it’s crucial to have a feature that automatically updates and creates different versions of the files as people work with them. That way, when mistakes occur, you won’t have to start from scratch.
- Universal Format Support
Files can come in different formats, and organizing them into a document management system requires universal format support so you won’t have to run into any issues along the way.
- Secure Permissions
Organizational hierarchy is vital, especially to a large company. If you deal with documents that contain sensitive information, you wouldn’t want your entire staff to gain access to it, would you? Opt for a secure permission feature which will allow you to control which files will be available to whom.
You want to find the best features you can get when looking for a document management system, especially since it houses crucial files that are necessary for your business. Make sure to find one with features that suit your needs best and will make everyone’s work a bit more convenient.