What to Look for In A Document Management System
When choosing a document management system, you should keep an eye out for a few key features. Discuss your needs at length with any sales reps you contact, and be sure to get technical specifications and pricing in writing. We recommend ensuring that any document management system you consider has the following:
Simple file structure: The system should have an easy-to-use file structure that makes sense to users, such as a cabinet-drawer-folder approach.
Searching: You want a wide variety of options for quickly finding files. You should be able to search not only by the file’s name, but also by content, date it was last modified, file type and more.
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Ease of use: The system should be simple for employees to use. If it is too difficult, you won’t get complete buy-in from your staff, which will disrupt your day-to-day operations and lead to confusion.
Mobile access: You want a document management system that is always accessible via smartphones and tablets, allowing you to view, edit and share files from anywhere.
Integration: The system should easily integrate with the programs you already use, such as your email client and customer relationship management software. Ask about open APIs (which allow you to add your own integrations) when discussing any solution with a sales rep.
Scanning: The solution should be compatible with a wide variety of scanners.
Security: The system should allow you to restrict who can see specific folders and files. You should be able to set access permissions by employee.