Document management systems have been invented to help businesses deal more effectively with the documents and paperwork they are working with every single day. If you are currently searching for the right document management system for your business, here are 8 characteristics you should search for.
1. Easy-to-use interface
First of all, the document management system you choose should have an easy-to-use interface. Even if you purchase a great software with many helpful functionalities and features, it will be useless if no one in your office can understand how to navigate it.
2. Easy to learn
Document management systems should help you increase your productivity. If you also want to save some time and money, you need to choose a system that will be easy to learn for everyone. As soon as your team can understand the basic features of the software, they will be ready to start using it.
3. Cross-platform functionality
Document management systems are more useful if they allow their users to view their documents on any device they want. Be sure the system you choose is compatible with desktop computers, laptops, tablets, and smartphones. Cross-platform functionality should not be overlooked.
4. Document scanning capabilities
You want to be able to scan your paper documents and to organize them into your database, but you will be wasting a lot of time if you need to scan them one by one. The document management system you choose should have effective document scanning capabilities to allow you to scan many documents at once.
5. Thorough search features
The right document management system should also have a thorough search engine to help you quickly find the document you need. The search features of your software should also make it possible for you to search through your documents to find any detail you are looking for. Without a thorough search feature, you will be losing a lot of time.
6. Security and privacy
You should also be able to count on your document management system to keep your documents safe. A high level of security is an important feature for your chosen software. You also want to be sure you will be able to easily determine privacy options for the different folders in which you will organize your scanned documents.
The right document management system should be scalable, which means that you will not have to start searching for another system if your business grows, or if you need to reduce the number of employees you have hired. The performance of your document management system should stay the same, no matter how your business evolves over time.
8. Free technical support
Finally, make sure you purchase your document management system from a software provider that can offer you free technical support as well as upgrades. This way, if you ever have an issue with your system, or if you need help to understand some features, you will know that help will only be an email or a phone call away.Reader #2: Yeah, but come on, with a bit of training, everyone should be able to use a software the right way.