Document management software that is well-designed will increase productivity and speed up workflows in your organization. It can save money and space by removing the need for purchasing filing cabinets or storage space. Centralized software can make it easier to track and manage changes to documents over time. Any solution should have features like the ability to control file versions and more precise control over access.
When you are choosing the right document management software, it is crucial to choose a system that is user-friendly by all employees in your company. The UI (user-interface) is the interface that your employees see every day when they log into the system, so it’s essential that it has a pleasing and easy-to-use design. If the UI is difficult to navigate, it could discourage employees from using the system. This could affect their productivity and work performance.
The best document management system will also depend on the unique requirements of your organization as well as your current technology ecosystem. For example, you might require an archival system which merely recovers floor space or fulfills the long-term storage needs, or you may want more advanced capture, with workflows and the capability to share documents simultaneously.
Certain solutions offer a single web-based interface that allows files to be accessed from multiple locations such as Dropbox, Box or Google Drive. Some solutions offer a comprehensive set of tools that can be used for collaborative editing and creation. They also offer audit trails and secure cloud storage. It’s also important to look for an option that is compatible with the tools you use every day regardless of whether they’re external tools or third-party apps like Microsoft Office.