There are a lot of document management systems on the market and not all are created equal. Whether you are looking to implement a new system from scratch or wondering what other options are available, you need to know which features are too important to live without. When managing a team of tens or even hundreds of employees, the right system that will allow your team to work effectively and without problems becomes even more important.
So what are the most critical aspects of a document management system that you’ll need? Here are our top 5 features.
Document Workflow Automation
This is one of the most critical features of a document management system that will save your business time and money. Instead of relying on manual processes of moving or emailing a document to the next person, workflow automation will automatically route documents to where they need to be next. You can also see real-time information about a specific document.
Cloud-based Storage
Cloud-based storage is a critical feature for several reasons. Physical storage servers that can be damaged in the event of a natural disaster, which means you could lose some of the critical documents your business needs to function. This is impossible with cloud-based solutions. In addition, your team can access documents on the cloud easily and from anywhere, giving your employees the freedom of mobility.
Version Control
When you are collaborating with your team on a document, using email or a shared drive just doesn’t cut it. It’s easy to get mixed up on what the most up-to-date version is, leading to delays and wasted time. With a leading document management system, you’ll get full version control, tracking and can even see previous versions.
Leading Security Features
You don’t want your sensitive data to get hacked nor do you want all employees to have access to privileged information. That’s why you want a system that offers the best security possible. It’s especially important for your document system to offer rule based security, which ensures only individuals with proper access can view, share or edit critical documents.
Searchability
You’ve had enough of sifting through filing cabinets or browsing through the labyrinth of your shared drive. If you are investing in a new document system, you want to be able to find the information you need quickly and without hassle. You want a system that will make it easy to search for documents using metadata, date, document type and more!
If you have had enough of out of date processes, software and mountains of physical paper, it’s time to upgrade to a modern document management system that will make finding information easier and more secure than ever. Contact MES today for a free quote.