7 things to look for in a Document Management System
Keeping track of all your organization’s documents can be a challenge, especially with so many different types of records and files to keep track of. A Document Management System can make it much easier to stay organized and find the documents you need quickly and efficiently. With so many options available, choosing the right document management solution requires some research. There are many factors to consider when choosing a Document Management System, including the volume of documents you need to store, the type of collaboration you require, and the features that are most important to you and your team. A well-built platform should increase efficiency by making it easy for users to find the information they need quickly and ensure that documents cannot be accidentally deleted.
1. Organization is key
A successful Document Management System will help your team organize their documents more efficiently. This will improve productivity and make it easier to find the information your team members need. Having an easy system for organizing documents will also reduce the risk of losing important documents. A well-designed Document Management System will allow you to create tags to better identify and organize your documents. Document Management Systems often allow users to create different user permissions for different teams or departments. This can help teams stay organized by ensuring that only relevant documents are available to each team. It also helps prevent users from accessing documents that they don’t need to see.
2. Search is the most important feature
One of the most important features of a Document Management System is its search capabilities. It should come with a powerful search tool that allows you to search for specific documents, words within documents, or even emails. The search tool should also allow you to search based on specific metadata, such as the author of a document or the date it was last modified. Depending on the Document Management System, you may be able to search for a specific document across multiple sources, such as emails, file shares, and your Document Management System. You may also be able to search for related documents that are associated with the original document you searched for. For example, if you are looking at an RFP, you may be able to locate all the proposals received in response to the RFP.
3. Be sure to check compatibility
When choosing a Document Management System, it’s important to select a solution that’s compatible with other tools used by your organization. This includes other cloud storage tools, collaboration tools, and productivity apps. Selecting a Document Management System that is compatible with the tools your organization is already using will make it easier to integrate the platform into your existing workflow and will help avoid additional integrations costs. Depending on the features that are most important to you, you may need to select a Document Management System that offers specific integrations. For example, if you need to store documents in a specific format, such as a particular Word Processing software or PDF format, you may need to select a solution that offers the ability to import documents to the platform.
4. Look for a platform that offers integration options
While it’s important to select a document management solution that is compatible with the tools your organization is currently using, it’s also a good idea to select a platform that offers ways to integrate additional tools. This will allow your team to take advantage of future tools and may help you save money by avoiding the need to purchase additional storage solutions. For example, if your organization is currently using a collaboration tool that requires you to store documents externally, you may want to select a platform that offers Application Programming Interfaces to integrate with this tool. This will allow you to store documents in your Document Management System while also retaining full control of the documents.
5. Check retention capabilities
The retention capabilities of a Document Management System can help you reduce storage costs by automatically removing old documents. While it’s important to select a solution with the right retention settings for your organization, it’s important to remember that the retention settings of a Document Management System are often customizable, which means you can adjust them as needed. Depending on the type of documents your organization needs to store, you may need to select a solution that offers different types of retention. For example, you may need a solution that can automatically purge certain types of documents after a certain period of time.
6. Document management and file management capabilities
The file management capabilities of a Document Management System can help you save time and avoid common mistakes, such as uploading the wrong file or accidentally deleting a file. Some Document Management System offer features that can help you avoid these issues, such as the ability to upload a file directly to the correct folder. These same capabilities can also make it easier for your team members to find the documents they need quickly and efficiently. A well-designed file management system will allow you to create folders, subfolders, and tags to organize your documents and give each document a description that will appear in the search results.
7. Annotating capabilities
Depending on the type of work your team does, you may want to select a Document Management System that offers built-in features that allow team members to comment on documents. This can be helpful for improving collaboration and providing feedback on documents stored in your platform.
A well-built Document Management System will help you stay more organized and ensure that your team can easily find the documents they need. However, it’s important to remember that not all Document Management Systems are created equal. When selecting a Document Management System, it’s important to think about the volume of documents you need to store, the type of collaboration you require, and the features that are most important to you and your team. A well-built platform should increase efficiency by making it easy for users to find the information they need quickly and ensure that documents cannot be accidentally deleted. Choosing the right solution may require some help. To learn more and to explore the right platform configuration for you, contact Sentry File today.
#documentmanagementplatform #documentmanagement #digitaltransformation #software #documentscanning #documentsolution #documentmanagementsoftware #ecm #recordmanagement #documentmanagementsolutions #dms #businessmanagement #businesstips #sentryfile