But, not all document management systems are created equal. Some may be better suited to your business than others. Some may have features that are valuable to your specific industry and your business functions while others may not be of much use to you.
The chief purpose of any document management system is to offer features that can make the process of managing documents simpler. This means having features that allow you to easily file, arrange, find, retrieve, share, and secure documents. Following are a few features that your application should surely possess:
Your document management system must give you the option to organize documents in multiple ways. The main benefit of using such a tool is that it enables you to organize a large number of documents using multiple ways of differentiating and grouping them.
Document management applications that provide the ability to classify documents using multiple methods such as folders, tags, document types, and stacks automatically offer greater searchability than applications that give limited options for document organization. Thus, businesses should look for solutions that enable users to search for documents easily through better organization.
While it is important to ensure that documents are easily searchable and accessible to those who need them, this accessibility should be limited for those who are not authorized by the organization. And thus, to protect sensitive documents from being accessed by irrelevant and unauthorized personnel, document management software should have robust yet flexible security mechanisms. They should allow varying levels of access to different people based on their role in the organization and level of involvement in specific functions.
Documents are not only used as a way of storing information in an organization but also sharing this information with different members of the businesses to get things done. And to get things done, documents are often passed to different people in a standardized, repeatable sequence known as workflows. Any document management tool that you consider for purchasing for your business should offer you the ability to create and automatically execute custom workflows. This will enable your organization to automate all routine and reproduce workflows to maximize operational efficiency.
Businesses should look for document managers that offer active directory integration which enables administrators to add all the users in the organization in one go, saving time and effort. Without active directory integration, system administers may need to individually add all the users to the document management application, which, depending on the total number of users may take a lot of time and effort.
In addition to being ready to be installed and configured quickly, a document management system should also have a user interface that users are familiar with. A simple interface that makes it easy for even the least tech-savvy person to understand will ensure that the application is adopted throughout the organization by all users. This will not only ensure that your organization hits the ground running with electronic document management but also save you time and money that would be otherwise spent on training your employees.
It is often the case that businesses already use a number of software applications (e.g., a CRM application), and need electronic document management solutions that can integrate and work well with those tools. To find such applications, businesses must ensure that the document management tools that they’re investing in offer application programming interfaces (API) and software development kits (SDK) which can allow them to integrate with existing software.
Finally, a document management software should come with excellent customer support and service from the vendor. Businesses seeking to implement document management tools must ensure that the software vendor offers top-notch, reliable customer service. That’s because, even though a document management software may not be very hard to implement and use, businesses may face certain issues while attempting to adapt the solution to their unique requirements. And that’s where dedicated customer service comes into play. While evaluating the quality of customer service that comes with your software solution, the following should be considered:
Businesses should consider vendors that offer discounts on upgrades. In fact, certain document management software like GLOBODOX come with a year of free support and upgrades for their customers, ensuring that customers get the maximum value for their investment.
In addition to being available all the time through phone or email, businesses must be able to troubleshoot problems or offer hands-on guidance on software usage to customers. They must be able to do so either through onsite support or remote-desktop support for effective query resolution. This will ensure the uninterrupted operation of your document management system, and hence the undisrupted functioning of your business processes.
If you’re looking for a document management application that satisfies all the above requirements, then you should definitely give GLOBODOX a try. GLOBODOX is a powerful document management software that is preferred by both businesses as well as government organizations for its best-in-industry features and unparalleled ease of use. Combining high functionality with high simplicity, GLOBODOX can be the one-stop solution for all your document management needs. Go ahead and give GLOBODOX’s full version a try, free for a whole month.