Find the Easiest to Use Document Management System for Your Business
Do you often feel like there are too many documents to manage and not enough time? Do you find yourself spending more time searching for documents than actually using them? Businesses have a lot of documents, spreadsheets, and other files that need to be stored, organized, and made accessible to relevant users. The challenge is finding the right tools to manage these files. Many businesses use Document Management Systems (DMS) as an efficient way to store and organize documents. A DMS saves time by providing a searchable database of records; it also makes these resources more accessible. But with so many options available, choosing the right one can be overwhelming. To get started, here are some helpful tips that will help you choose the easiest-to-use system for your business.
Know what you need from a DMS
The first step to finding the right DMS is to know what you need. Document Management Systems are highly customizable depending on the size of your team and number of documents you need to store. For example, you may want to store your files in the cloud, or you might prefer an on-premise solution. You might want to integrate with your other business tools so that all your data is in one place. You may need a system that has strong security features to protect sensitive information. You may even want one that’s integrated with your CRM system so you can see client contacts, their history and data from your DMS in one place. Knowing what you need from a DMS will help you select the right type of system for your business. Not all DMS are created equal. You can narrow down your list of DMS providers by choosing those that best meet your needs.
Ask the right questions
Before you commit to using a DMS, you should ask yourself a few questions to help you narrow down your options. You should consider factors like the size of your team, the types of documents you need to store, security needs, and how often you need to access these files. Here are some questions you might ask yourself. This list is not exhaustive, but they’ll help get you started.
Take note of onboarding experience
Different DMS providers will have unique onboarding experiences. Some providers will send you a link with a trial version of their software, while others will have you fill out a form and will follow up with you. There are other providers that will ask you to sign a contract and pay a fee before you’ve even tried it.
Find the easiest to use document management system
After considering all the tips above, you should have a short list of DMS providers that are right for you. Now comes the fun part: narrowing it down to find the easiest to use document management system.
There are many different types of document management systems, and they all have their own set of strengths and weaknesses. When you’re shopping around for a new DMS, keep these tips in mind to help you find the easiest to use system for your business. We can save you a lot of this legwork by recommending Sentry File. Sentry File offers both on premise and cloud document management depending on your needs. We understand the benefits of both and can help you determine the system that’s right for your organization. Contact Sentry Fille today to connect with our experts and take the first step toward the greater productivity and efficiency you need to succeed.
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