Document Management: Finding the Right Software for Your Business

Cutting-edge software can help your company in many ways. For instance, more than 85% of organizations use digital platforms to stay compliant. One of the technologies they utilize is document management systems. They can be the difference-maker in your enterprise, but only if you choose the right solution.

We’ll help you do so by providing the right tips for selecting your document management software.

What Is Document Management Software?

Document management software helps you save and access crucial business data. Whether you’re a large or small business, a fully functional platform helps you quickly retrieve digital information, simplify your workflows, and archive your data. It eliminates the need for manual document management, allowing you to focus on more important areas of your organization.

What to Consider When Selecting Your Software

Here are the key considerations when choosing your document management platform.

Your Needs

You can’t integrate with a suitable document management platform if you don’t know what the technology addresses. Therefore, don’t rush the buying process. Take the time to determine the specific management needs of your enterprise by analyzing your issues and consulting with your staff on how they can benefit from a high-quality program. You can also factor in some of your projected growth areas to determine whether the new software can help you reach your goals.

Essential Features

Document management programs can have a host of features, but you need to make sure your system has the following functionality.

Cloud Access

A cloud-based platform is vital because it lets you access your files from anywhere. Plus, it reduces the risk of being unable to retrieve information. These solutions also come with permissions that enable you to keep sensitive data safe from prying eyes.

Multi-Source File Input

It’s paramount to ensure your platform enables you to upload documents in multiple ways. In other words, your software should allow for document input through a variety of sources, including bulk uploads, apps, scanners, and email. If one of these sources is a key part of your organization, you should determine how well it integrates with your document management system.

For example, how long do you need to upload files via email? Can you perform invoice payments with a few clicks, or do you need more legwork?

If you can find seamless integration, the software will do most of the work for you.

Security

Another top priority you should consider when installing document management software is security. Here are a few security features to look for in your program:

• At-rest and in-transit encryption
• Role-based access support
• Revision indexing capabilities
• Thorough audit trails

A system with these features lowers the chances of cyber-attacks and helps you stay compliant more easily.

Pull Printing

To further facilitate your compliance efforts, consider a document management tool with pull printing. This feature keeps your devices from printing documents until your employees authenticate themselves at the machine. It prevents unauthorized personnel from accessing sensitive information and helps you avoid crowds around your equipment. This makes your team more comfortable in your office, resulting in higher productivity.

Advanced Indexing

Before adding a document management solution to your workflow, research its advanced indexing capabilities. A robust platform can help improve access controls, reporting, and file retrieval, all of which limit delays and help you work faster. Some of the best indexing features include content indexing and recognition, metadata indexing, automatic file numbering, and revision and version indexing.

Ease of Use

When looking for a platform, you may focus on the features the tool offers. You might think that having a huge number of bells and whistles is beneficial, but that isn’t always the case. A program with too many features can overwhelm your team and reduce productivity. Top-of-the-line functionality doesn’t do much if your employees don’t understand the software.

To avoid this problem, consider how well your system works for an average user. After all, document management platforms are cross-device apps. This means your software must be usable for everyone on any gadget, including smartphones, tablets, and laptops. Your engineers, accountants, and other staff must be able to utilize the system effectively from the get-go. The shorter the integration, the sooner you’ll reap the benefits of the program.

Keep in mind that you may need to train your staff to familiarize them with the new technology. Your provider should supply you with tutorials, instruction manuals, and other resources to accelerate software adoption.

Seasoned Vendor

Your vendor can make or break your chances of successful document management integration. Therefore, do your due diligence and choose a trustworthy provider with a proven track record of rolling out this technology. Stay away from companies that offer one-size-fits-all programs at bargain prices, as their platforms are less likely to integrate well with your organization. Instead, consult vendors about your needs to figure out the optimal solution.

Customer Support and Backup

The last thing you want is to miss a deadline because your document management customer service isn’t responding. Hence, look for vendors that provide reliable customer support in multiple formats, such as online chat, email, and phone. Additionally, ask them about their turnaround times for various tickets. If it takes them too long to service your software, consider another vendor.

Finally, you need a provider that offers products with constant backups and secure servers. Regardless of the size of your company, losing sensitive data can hurt your reputation and customer relationships. A comprehensive backup plan serves as a recovery strategy for your company to help you bounce back.

Don’t Take a Chance With Subpar Document Management Software

When choosing your document management solution, it’s critical to look beyond the price. A higher upfront cost for state-of-the-art tools may seem daunting, but such programs are a better long-term investment. They help you avoid compliance issues and delays while boosting productivity.

To find a streamlined document management system for your Louisville, Lexington, Elizabethtown, London, or Paducah office, contact Duplicator Sales & Service for a personalized quote. Our solutions can help you take your enterprise to a whole new level.