A document management system (DMS) helps businesses go beyond the limits of a paper-based workflow. These systems improve security, connectivity, and sharing across various applications, thus enhancing workflow and saving time and money.

Choosing the right document management system can take time due to the sheer number of options on the market. The selection process can be streamlined as long as you know some key considerations to keep in mind.

How to Choose the Right Document Management System

Here’s what to look for when scouting out the right document management system for your business.

Prioritize User-Friendliness

When selecting a document management system, consider the technical abilities of your employees who will use the software. Even if your team consists of some tech-savvy individuals, choosing a DMS with a high learning curve will create unnecessary challenges for your business.

While a DMS with great features is undoubtedly beneficial, it’s best to prioritize user-friendliness. After all, special functions mean nothing if half of the team needs help figuring out how to use them.

A good DMS should be equally usable for everyone on your team, from engineers and accountants to factory floor employees.

Factor in Security

Cybersecurity has become crucial for all businesses, regardless of their size. One of the main goals of every business owner is to protect the company against cyberattacks that might lead to data loss or a business-critical information leak.

For this reason, the chosen document management system should include extensive security features.

Since a DMS often handles sensitive data, it should follow security procedures, such as:

  • Multi-factor identification
  • Firewalls
  • 24/7 monitoring of records
  • The use of encryption and passwords

Ensure Compliance With Your Business Needs

If the document management system doesn’t meet all your business needs, it doesn’t matter how user-friendly, secure, or well-built it is.

To ensure everyone’s on the same page, take time to define the basic needs of each department. Then, factor in the types of documents your business handles and the processes that need to be improved.

What Are the Must-Haves for a Document Management System?

Document management systems come in various forms. A reliable DMS will have several crucial characteristics.

  • Integration with current and future business applications
  • Scalability
  • Flexibility
  • Remote and mobile access
  • Multi-source document input
  • Advanced indexing
  • Hyper-automation

Help Your Business Grow With a DMS

Every business can benefit from having a powerful document management system. By setting your priorities and knowing what to look for, you can find a DMS perfect for your business in no time.

If you need some help choosing the right document management system, contact Golden Gate Office Solutions today to receive assistance with choosing the best DMS for your San Francisco business.