Document Management Features – The Basics Businesses nowadays are confronting more challenges than ever in recent years. With technology making such a big impact on almost all areas of modern business, organizations struggle with how to tackle the workday best. Thank God there’s document management software to the rescue. Document management software is a computer-based system that helps people store and keep track of digital documents. This is the most basic function of the software, but better products are those equipped with functionality features including the following: Web Access
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With employees having to upload and download documents anytime and anywhere, cloud access is an absolute must. Even as web-based document management systems are rapidly becoming the industry standard, a number of systems out there that don’t allow web integration, and they have to be avoided.
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Smart Organization Handing many documents can be difficult, especially for expanding businesses. The bigger a company becomes, the greater its document organization needs grow. When choosing a document management system, organizational hierarchy is one of the most critical features that must be considered. A smart filing system will help you find what you need with greater efficiency. User-friendly Interface Your staff will be using your document management system from day to day, so you’ll want to make sure that the user interface is easy to use in the first place. In fact, if it’s too complicated, productivity can actually suffer because of delays related to users having to sort out the system before being able to do what they have to. With a document management system that is too difficult to understand, the transition process itself can take much longer than usual. Versioning Everyone has gone through the experience where reverting to a prior document can’t be done, and the sole option available is to start from scratch. A good document management system saves each and every version of a document after it is uploaded, allowing you to review its history before important changes were made, and save what may otherwise become trash. Authorization If you have many employees, it can sometimes be hard to keep the entire community in check. Permissions are a must in such a situation, allowing you to choose people who can delete or make changes to specific files. Good document management software gives administrators total control when it comes to assigning permissions in order to protect the files and the system itself from unauthorized users. Total Compatibility Everyone knows the rapid pace at which file formats have evolved and continue to evolve. It is not worth investing in document management software that has limited adaptability. The more formats are supported by the software, the better. When looking for document management software, go for a product that provides all of the above features, plus a few other abilities that suit your specific needs. This is how the system becomes truly useful.