Document management software can prove beneficial for a variety of reasons. It streamlines processes, reduces the amount of time in manual work and also saves money. It also ensures compliance with regulations. The ideal document management system would bring all documents together in one central database that can be accessed and provide tools to automate the document work. The system allows employees to easily collaborate with teammates or colleagues, even if they work remotely.
Before deciding on a platform be aware of your specific business requirements and decide which features are essential to you. Consider, for instance, whether you need a file storage and organizing tool that integrates with other systems, such as accounting or email or be able to create new documents right within the platform. If you’re an industry that is regulated, make sure that the document management solution you select meets regulatory requirements such as HIPAA and Sarbanes-Oxley.
Verify the storage capacity of your system and make sure it is able to grow with you. In addition, make sure the system is equipped with a robust document capture feature that can effectively convert paper documents into digital files. It is also important to consider the system’s ability to index and categorize documents using relevant metadata and precise tagging that allows for quick search and retrieval of any file type.
Consider a document management system that permits simultaneous editing, sharing and collaboration with colleagues or external parties. You should also consider a system’s capability to track and manage history of versions. This is vital for businesses that operate in highly regulated fields like healthcare or pharmaceuticals, which must adhere to strict regulations.