Are you considering a new digital storage solution for your office? Document management systems offer a wide range of benefits, but not all DMS software is the same. You don’t want to end up investing in a system that’s too complex to work efficiently. We put together this guide on what makes a good document management system to help you choose the best software for your small business.
How to Choose the Best DMS Software: What to Look For
1: Ease of Use
If you can’t use it efficiently, a document management system is nothing but a wasted investment. The DMS you choose needs to be easy to install and easy to use. Check out the manufacturer’s installation instructions on their website to see whether they give clear, concise instructions or a long list of complicated steps.
It’s also a good idea to try out a free demo of the software ahead of time, to test if it’s intuitive enough to easily use. Make sure to allow some of your employees to try out the demo as well, and get their feedback before you choose a DMS.
2: Collaborative Features
Collaboration is a crucial part of maintaining an efficient workplace. A good DMS offers simple ways to share and edit documents with others. However, some systems only allow one person to edit a document at a time. Make sure to choose a software that allows multiple people to view, edit, and comment on a document at once.
3: Security Features
Just because a DMS allows you to easily share documents, that doesn’t mean it’s always secure. It’s essential that documents are shared securely in order to avoid a costly data breach. Look for a DMS that offers encryption and that has the ability to use passwords to restrict access to certain documents or actions.
4: Workflow Automation
Some document management systems can help improve productivity by automating a variety of tasks. For instance, with workflow automation, you can send documents off to be electronically signed as soon as a certain task is completed, and then automatically notify the appropriate person when the document has been signed.
5: Version Control
This feature allows you to track any changes made to a document and restore older versions if necessary. Businesses that need to audit their log history to meet certain compliances must have a DMS with this feature. Plus, version control can prevent a disaster if someone edits the wrong document, because it allows you to easily recover the lost information.
6: Optical Character Recognition
Optical character recognition (OCR) is the process of converting the scanned image of a document into editable text. Some scanners have OCR built in, but it’s also important to search for a DMS with OCR as a feature. This will ensure that important metadata gets filled out automatically once a document has been scanned, creating less work and leaving more time to focus on other tasks.
Authorized DocuWare Reseller in Northern California
Looking for a DMS that will take your business to the next level? DocuWare allows you to efficiently create, store, and retrieve documents with ease. It can also help streamline your workflows to boost productivity.
WiZiX Technology Group is a proud reseller of DocuWare for businesses in Sacramento, Fresno, San Francisco, and nearby areas. Call us at 866-846-1411 today to request a DocuWare demo.
Images used under creative commons license – commercial use (12/19/2022). Photo by Wesley Tingey on Unsplash