Documents play an important role in every business’s lifespan and day-to-day operations. It is incredibly important to store and protect them properly. This is where some of the best document management software can come into play to help you get a grasp of your business’s document workflow and make sure nothing is lost in the process.
What is document management software (DMS)?
Document management software removes the hassle of storing physical files and instead moves all of them into the cloud. It could be frustrating to spend hours looking for a document only to realize later that it did not exist at all. Document management software lets you organize digital documents and paper records easily and conveniently.
If you don’t have software like that working for you, it could take hours or even days to retrieve an important document, which can be a huge roadblock for your whole team.
The best software will make the job quick and smooth. There are several options on the market, and if you are looking for the best document management software, this guide will help you make the best decision based on your needs.
How to choose the best document management software for you
It is tricky to choose the right document management software for your business. Always keep an eye out for the following features when shortlisting your options.
If you have documents in a paper format, you need a DMS that comes with scanning capabilities. This will allow you to get all important documents into your central hub. Consider the technology used for the scanning function as well. It’s useful to have some form of optical character recognition (OCR) so that you can later search through all of your scans.
Storage and connectivity:
It is important to find document management software that provides adequate cloud storage to function as the central hub to upload your files. Even though documents are not the most disk-space-intensive, your catalog will probably grow much quicker than you anticipate, and you could soon find yourself running out of space to add new stuff. What’s also key is how your documents can be accessed. There are some systems that mix browser access and separate apps, but many others only provide only one of the two.
Metadata and search function:
Your document management system should have a robust search function so that you can easily find any document. This is not only about looking at document names but also at metadata and text in the scans. Linking documents to projects, people, and other ways of work organization is also useful on an everyday basis when working with the software.
Document version controls:
Every quality document management software should have document version control. This is about keeping not only the current – most recent – version of a document but also all of its past versions and a record of
This article was written by Vandita Jadeja and originally published on ThemeIsle Blog.