Businesses deal with documents every day since it is the only way to keep track of daily operations. Thus, secure access to and storage of digital documents is paramount to running a successful business. In this regard, companies can invest in document management software. While document management software (DMS) varies, the applications do pretty much the same thing.
Getting a DMS can be stressful, particularly if you do not know what to look for. However, it does not have to be the case since effective and reliable DMS must contain specific features.
Robust Search Function
Ordinarily, businesses that have been in the industry for a long time have to juggle different critical records. Thus, a reliable DMS should enable staff to find the right record within the shortest time possible. Unfortunately, it is not the case in some applications since staff complain that finding specific data is challenging. Therefore, companies must only choose and install a DMS with a robust search function.
For instance, the search function of a good DMS should use relevant metadata, such as invoice number, vendor name, dates, and category, to isolate desired records. A robust search function allows staff to type in relevant information and easily retrieve whatever document they want.
Tiered Access
A dependable document management software should have a tiered or permissioned access feature. While it is convenient to group all your documents in different open categories, you should think about the security of records with highly sensitive or confidential information. Your business might suffer immensely if such documents fall into the wrong hands. A tiered access feature allows you to organise and secure documents for easy access by authorised personnel. For instance, a DMS with tiered access allows employees to view less sensitive records but makes financial and board records inaccessible to lower-tier staff.
Cloud-Based
Accessing documents as and when you need them can be challenging if all of them are stored in an on-site server. It means that staff cannot access the necessary records after-hours and during weekends unless they return to the office. With many companies transitioning to telecommuting, remote access to records is no longer a luxury but a necessity.
Cloud-based DMS has grown in popularity over the last few years because of its convenience and security. Employees can easily access documents whenever and wherever without worrying about security issues. Besides, cloud-based DMS is beneficial to companies with teams in different locations since it allows seamless and real-time communication.
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