Due to the increased demand for remote collaborations, most businesses are shifting from physical to digital document management systems. However, most business owners find it challenging to make this shift because they don’t know what features to look out for in document management software. Here, we’ll discuss the key features any document management system should possess.
Document Management Software Features
Document management software (DMS) plays a critical role in housing all important documents of a business in an organized and easily accessible manner. Here are the features your DMS must have in order to work seamlessly.
Customizable Access Control
Access control is a must for any business. Usually, each business keeps tons of documents, some of which are confidential and others which can be accessed by anyone. So, a document management system should have a way of controlling who can access a given document at a given time.
With this control, you can reduce the risk of unauthorized access and breach of information. Most importantly, you can fine-tune the balance between security and collaboration.
Support for Different File Types
Each business uses varying file types at any given time. As such, your document management software should be compatible with the different file types your business uses.
Such a system eliminates the need to duplicate business documents into different formats. Not only that, it ensures you maintain a single document management software that’s interoperable across all departments.
Search Feature to Locate Documents Fast
A document management system stores hundreds of files, some new and others old. Trying to scroll through these files to get the one you want is tedious and time-consuming.
To make the search process easy, your document management software should have a search feature. With it, you’ll only need to type the name or the unique identifier of a file, and it’ll pop up automatically.
Ability to Trace Version Updates
It’s normal for business documents to go through various changes over time. Though this helps to keep the documents updated, it has one downside. It alters the original content, and it might be hard to trace how the document has evolved. If there’s an error or unintended changes, getting the original copy becomes a challenge.
To prevent this, document management software should be able to keep track of all changes that have happened to a document. And in a collaborative environment, it should show who made changes and when. Furthermore, it should have a cloud backup to ensure a document is recoverable in the event of loss.
Shift to Document Management Software
Integrating document management software in the business is a significant positive change. It improves efficiency, security, and collaboration. Nonetheless, when choosing the system, it’s crucial to pay attention to the available features to ensure it meets your current needs and the ones that may arise as the business scales.
If you’re in San Francisco and are looking for document management software, don’t hesitate to call Golden Gate Office Solutions.
