When it comes to running a business, it can be easy to overlook the smaller, day-to-day things. Organizing and accessing your documents is a good example of an activity that is essential to daily business but is easy to forget about. Luckily, document management systems make it easy to store and access your files.
However, there are many different document management systems to choose from! Here are the top 5 things you should consider when it comes to finding the right system for you.
1. Different security features
Depending on the industry you work in, security and privacy can be huge concerns. When your documents contain secure client information or essential aspects of the business, your first priority should be a document management system (DMS) that ensures security and that only those granted access can view your files.
A good example of this is a DMS known as Laserfiche, which encrypts customer data and has generally good reviews when it comes to security. It does cost money, but sometimes you need to compare the cost with the benefit of added security.
2. Document history
You should make sure that you can see any changes made to the document, including changes made throughout the entire history and not just in the past. This is where a more obvious document management system like Google Drive would come in handy! This is probably one of the more well-known examples of a DMS, and it gives you a complete history of each document such as changes and who made them.
3. Ease of use for all employees
It can be easy to decide on a system and forget that all employees will need to use it – this includes the ones who are less technologically savvy. In this case, a document management system like Dropbox Business would be a good example of a process that is easy to use and easy to understand. Everyone can access the files they need to, and it is easy to make changes and collaborate with your team. A DMS that is needlessly complicated will make teamwork much harder.
4. Quick location and access
One of the most essential services of a DMS is to give you quick and organized access to your files. Decide on the search options that work best for you and can assist you in finding what you need. Docuware, for example, is a DMS that lets you easily search through files by name and date accessed. However, different search functions could be needed depending on what you need.
5. File types
Finally, consider the file types most commonly used by your company. Not every DMS can support every file type, and some are much easier to use than others. That is where a personal third-party DMS like LaserCycle USA will come in handy. LaserCycle USA is more personalized than others on this list, and you’ll be working with professionals to build a system based on your unique circumstances. The best DMS all comes down to your own situation!