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Document Management Software Buyer's Guide
Table of Contents
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What is the definition of document management?
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What is Document Management Software?
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What are the benefits of Document Management Software?
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What are the features of Document Management Software?
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Before choosing any DMS Software
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How to choose good Document Management Software?
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Questions to ask a vendor when buying Document Management Software
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Is it worth investing money in Document Management Software?
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How much does Document Management Software cost?
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Conclusion
Every day businesses and companies have to share a lot of data and information among each other or in between the organizational employees. This can seem to be a pretty tough task if the documents are recorded and shared using traditional methods which are mostly pen and paper-based. This is because it increases the chances of mistakes while risking the efficient functioning of the firm.
To recover from this, various companies have started digitally recording and storing the documents, but that also has a demerit. Many large companies and businesses often have to undergo a lot of turmoil while searching for a previously used report among the heaps of others. This is where document management software can prove to be beneficial. Starting from document creation, tracking, storing, and archiving, the simple yet compelling software can offer numerous benefits for reducing time wastage and thereby increasing productivity. In this guide, we will understand every single aspect of the Document Management System bit by bit. So, let’s start now.
What is the definition of document management?
The document management definition simplifies it as an act of capturing, monitoring, and storing electronic documents in the likes of word files, PDFs, and images of paper-based information. Document management, through its centralized storage, allows you to enjoy greater security, convenience, access controls, hassle-free search, and information retrieval.
What is Document Management Software?
Considered as an innovative solution, the software helps ease the work of organizations and companies by lending a hand for sorting out documents. The Document Management Software is user-friendly and anyone without any prior coding knowledge can easily work on it. Moreover, as the files are centrally stored, this also allows easy retrieval of documents and data from any place and at any time. Thus, using the DMS Software can save time, money and wastage of resources, thereby, increasing your company’s productivity.
What are the benefits of Document Management Software?
Now, let’s understand the various benefits the document management system provides and how they are better than the traditional methods of document storing and sharing.
› Centralized Storage
As discussed in the starting, document management systems are hardwired to store each document you upload in a single central storage. Whenever a file or document is uploaded, a specific tag and label are added to them which then divert it to a safe and a secure folder for storage. Similarly, when requested, the file can also be easily retracted by using search results or using a filter.
› Real-time Availability
The documents stored in DMS Software are automatically linked with real-time availability, notifying the users when any changes are made. This helps the employees in remaining updated, setting deadlines, getting reminders through pop-up notifications, and more. Moreover, a single document stores multiple versions of the document, eliminating the need for printout every time by automatically storing them.
› Security
Providing security to the documents and files is the most crucial aspect of a Document Management Software, as any lacuna can jeopardize your company’s working. Hence, various DMS software companies have enabled specific user entry and role-based controls.
› Sustainability
Through a single DMS software, you can tackle your every documentation requirement. Also, the use of printers, scanners, papers, inks, and other machines are reduced. This not only helps in cutting down the extra cost but also serves as a sustainable alternative against the currently used traditional methods.
What are the features of Document Management Software?
Every Document Management Solution comes with its own set of features. Getting a brief knowledge of them can help you with further understanding of the revolutionary software. So, without wasting any more time, let’s start with our journey.
› Auto-sorting of documents
Apart from creating, editing, storing and sharing, the DMS software can help you arrange your files in a systematic manner. While ensuring centralized storage of every single report, it levels them as per priority. This helps in retrieving the information easily whenever required. Moreover, as discussed previously, the software also saves any changes that are made to the document in a single record only, curbing the need to search through a massive pile of papers.
› Permission control and document tracking
You can choose the number of users that will be having access to DMS software. Keeping a strong tap on the privacy and security of the firm enables users to access the file through a strong channel of system permission. As a security measure, many also provide IP blocking facilities. Furthermore, access controls are also offered to keep a track on the daily activities on the document so as to prevent any potential fraudulent activities.
› Quick Uploading
Uploading a large number of documents one by one is not only time consuming but can also be prone to a lot of mistakes. Hence, DMS software comes with a bulk uploading feature which can upload a huge set of data at a single time without any human interference. They are also provided with tags and indexes to help in secure storage and retrieval.
› PDF Document Editor
Uploading PDF files, making corrections and sharing has been made easy with the Document Management Systems. Thus adding texts, textboxes, comments, and adding customizations such as data and sidebar is also enabled. One can also use the online spell checkers to verify spellings and any typos.
› Audit Trail
Various DMS software also provides the option for audit trails, which when done shows the complete life cycle of a document or file, such as details on the user, date and time the data was accessed, and more.
Before choosing any DMS Software
There are some essential factors which one should always remember before choosing a DMS Software so as to remain on the