A document management system is a system that is utilized for storing, managing, receiving & tracking data to reduce paperwork & paper usage. In short, a document management system is the digitization or process of making hard copies into soft copies to track, store, receive & manage electronic images, videos, documents, etc.
A better document management system facilitates the work culture by speeding up workflow, helping organizes data, tracking data, providing access & improving accuracy to the document from any part of the world. It also helps to ease up by retrieving the process, reducing storage space, enhancing security, and improving regulatory compliances.
In this article, we will briefly discuss the tips for choosing the document management system.
But first, we shall know how the document management system works.
Capturing the Documents
Document management system saves the captured documents through a scanner. The simplest way to classify documents is indexing; it adds a term to document metadata by ordering number. The indexing system makes it easier for the document management system to find those documents later. Documents capture for papers, emails & external applications.
Retrieving & Distributing Documents
The document management retrieves a document on any keyword search for having the feature of index search, to make the document retrieval process quick & easy. FTP & Emails give the capacity to distribute documents.
Securing the Documents
Document management system gives security in two ways by assimilating the version control & by letting you control access.
Easing the Availability of Document Information
Document management system retrieves & archives files by gaining access to documents by using metadata. There are two types of information available, unstructured & structured.
Document management system gives access to documents to those employees who are not included in the workflow & makes the whole process transparent & easily accessible.
Even if they are not in the workflow, they still can access it during the whole processing.
Now we will discuss a few tips to choose a document management system.
One of the important aspects of a document management system is to give easy access to electronic records for business houses, companies, etc. It also ensures that the document remains secure. So, while choosing a document management system a company has to make sure to check the security features of the potential document management system, especially when the designated system is hosting the work for your company. There should be questions included about encryption in the digital security of the document management system. Questions like internal & external network transmission, employee access & subcontractor’s access should also be there in the conversion part of document management system implementation. Questions like full audit trail availability, 24/7 accessibility, security audits & penetration testing should also be asked to the company if one is using third-party cloud storage.
The document management system has to be set up in such a way that it grows along with the business it intends to serve. So, while choosing a document management system, one has to make sure that the document management he is choosing offers plenty of opportunity for scalability. The company which is thinking to set up the DMS must ensure that the document management work lightens up with the technological up-gradation with time. It also should be set up in a way that it can keep up with the need of the customers when the volume of work & data will increase or the company will become a robust platform.
User experience & Capabilities
Every document management works differently, i.e., you must understand the requirement of your company before choosing a document management system. As every DMS is not created & doesn’t work similarly. Surely, if we compare with high level, almost every option is the same. But there are sheer differences & one must choose the type of DMS he is looking for based on his requirement. If you are looking for a DMS that will be serving your employees, you must go for a user-friendly DMS which people can use without any complexity. Now, if you are looking for integrating the system with DMS, you must choose a document management system with a good integrating capability, and so on.
This is the most important thing before choosing the Document Management System for your company because you don’t want to compromise on the quality. Make sure the company you are trusting for the DMS is well researched. Make sure to go through the product reviews, company reputation, reliability, customer service, before sealing the deal. Also, keep on looking for such criteria how often they update the software or how the troubleshooting assistance is.
These are few tips to choose your Document management system efficiently so that it serves the purpose you are looking for rightfully.