7 Qualities of a Good Document Management System

November 4, 2017 0

Many businesses have disorganized piles of paperwork, as a result of which their employees have a hard time finding specific documents. For this reason, document management solutions are critical to the success of almost every kind of business. But what is DMS? DMS is a computer-based application that helps track, manage and store documents. By failing to implement a document management system, companies can suffer irreparable damage to their reputations and loss of business. To help you avoid such issues, here are the primary qualities of a suitable DMS.

1. Cross-platform functionality

To ensure smooth business operations, access to organized documents shouldn’t be limited to just one device. You must, therefore, ensure your software solution is compatible with every device used, which might include desktops, laptops, tablets and smartphones. There is no reason why document storage solutions cannot be accessed from a variety of devices. In fact, with technological advancements, DMS applications are available for all of these devices.

2. A powerful search feature

The best and most suitable document management systems (DMS) will have a powerful word and file search feature that’s capable of searching the stored content and giving quick results. Thanks to this powerful search engine, business employees can retrieve documents much faster, making them more time-efficient and productive.

3. Document scanning capabilities

Apart from being a daunting task, the process of scanning one document at a time is time-consuming if not a major waste of time. As such, you need to select a document management solution capable of queuing up several documents for scanning. With document queuing capabilities, you can finish the scanning process a lot faster without compromising the level of readability.

4. Easy-to-use interface

You should choose a document management software solution that has a simple, easy to navigate interface. A significant percentage of your employees are probably not tech savvy. As such, the simpler the solution, the higher the chances that it will be put to proper, productive use.

5. Easy to understand

Looking for a DMS solution that has an easy-to-use interface is the best way of ensuring it can be understood by most if not all of your employees easily. With an easy-to-understand solution, you’ll end up saving the time and money you would have spent on training. Additionally, you should choose a document management solution that offers role-based data and alerts based on the documents tracked, managed and stored. You may find it useful to consult with CASNET for additional information.

6. Scalability

You should choose a document management solution that’s capable of adapting to your changing needs as your business grows and expands. From the maximum document storage capacity and the number of users allowed to the automation of processes, your requirements are bound to change with growth and expansion. When this happens, only DMS solutions that can adapt to the changing needs will continue to be of value to your businesses.

7. Security

Maximum protection is also a crucial aspect of any document management software solution. Effective DMS solutions offer high levels of encryption and role-based access. For added security, make sure your software features a folder hierarchy and folder privacy options as well.