Document management software has come a long way from being used to just managing and storing client documents. The software industry has developed several innovative yet practical features for document management.
Most of these features are designed to enhance the productivity and efficacy of workers and streamline and optimize overall operations. Here are five major features that a reliable document management system should have.
1. Security
Security is a feature of reliable document management software. Your data is your business, and you need to protect it. If this information gets into the wrong hands, it can cause serious consequences.
To ensure that the data is secure in the system, it should have encryption tools and user access control for all files and folders. In addition to this, it should also have password protection for every user account so that only authorized persons can access them.
The best document scanner software will allow you to create user accounts for each of your employees, with access levels based on their role in the organization.
It means that you can give them access to the documents and files that they need to do their job, but not everything else. It also means that employees won’t have access to sensitive information unless they need it for their job function.
2. Accessibility
When it comes to document management software, accessibility is a crucial feature. The software should be accessible to all users regardless of their location or level of experience.
Accessing documents from anywhere can be extremely useful for businesses that collaborate with clients or other companies. For example, if a client needs information about a project you’re working on, they can send you an email or text message.
You can then open the file on your smartphone or tablet while responding to their request immediately. This feature is essential for businesses that operate in multiple locations and need to share documents with employees who are not always in the office.
3. Automation
Automation helps you save time by automating specific document-related tasks. Some of the most common automation features include the following.
- Document Workflows
Automation is all about saving time and effort to come in handy with document workflow. With this type of automation, you can set up a series of automated tasks performed on your documents as they move from one place to another.
- File Attachments
Attachments are an essential part of any business process, but they can be challenging to manage if your organization handles them manually. It’s where automation comes in handy because it allows you to automatically attach files to different documents based on their location or who sent them.
- Filing
Filing systems are another common challenge for businesses that use paper-based processes because they can quickly take up space and become disorganized. Automation can help here by automatically taking care of filing tasks so that employees don’t have to worry about doing it themselves!
4. Centralization
Centralization is a feature that allows you to store all your documents in one place. It makes it easier for you to access them and share them with others.
The best online documentation software should have a centralization feature to access all your documents anywhere. The best software also allows you to share these documents with other users.
You can create a folder on your computer to save all necessary files, whether word documents or image files. You can also create folders on your smartphone or tablet to always access vital information.
A good document management software will allow you to set up different folders for different types of information after documents are created using document creator. You might have one folder for work-related items and another for personal items such as photos or videos. It makes it easier for you to organize all your files into neat folders so that they’re easy to find when needed.
5. Ease Of Use
Ease of usage is essential if you are not used to using this kind of software before and want to learn how it works. You do not want to spend too much time figuring out how things work, so make sure you choose one that will be easy to understand and use.
The good thing about this software is that there are a lot of tutorials available online that can help you understand how things work. If you do not know anything about it or have never used it before, go ahead and try looking for these tutorials before buying the product.
Takeaway
When choosing document management software, the size of the database and capabilities are not everything. You’ll want a system that can grow with your business, but you still won’t be overwhelmed. Hopefully, this guide has been helpful, and you’ll be able to find the right solution for your business.