When it comes to enterprise document management software it’s important to pick out the best of the best to make sure that your company runs smoothly. Document software gives companies the opportunity to store, transform and exchange digital documents using a network. Physical paperwork can be kept to a bare minimum and document management can be streamlined by using this type of software.
Best Document Management Software
It’s estimated that 4 weeks every year are spent searching for papers by business managers. As well, 20% of the staff time is wasted due to poor records management. It’s important to isolate the best document management software and then start to implement it right away in order to cut down on wasted time and effort by both managers and employees. The best software for your company will provide you with everything you need to get more organized and to put in efficient systems.
Best Practices for a Digital Document Management System
Here are the best practices that should be put in place for a digital document management system for any type of business or industry:
1. Making the Switch from Paper to Digital
that have a lot of documents to prepare need to make the switch over from a paper form to a digital form. It’s important to tag and organize all the files before putting them in storage. The proper categories must be set up on the program to make sure that data migration is easy and that documents can be retrieved quickly.
When you’re choosing a program for document management find out if there is a scanning feature available. This will help with the migration process. There may be many documents that need to be put into digital form and it’s easier to transfer them with a scanning feature.
2. Choose the Right Enterprise Document Management Software for Your Business
Look for management software for documents that is flexible and has a great filing system. The idea is to convert your business into one that is paperless and to do this successfully you must find the right software that matches your document management needs. Identify the features that your business requires the most to narrow down your selection.
Some of the features that are the most important to look for in a management system include the following:
• The ability to integrate and collaborate on projects
• Ease-of-use
• Advanced features
• Scalability
• Disaster recovery feature
• High-end security
• Flexibility
• Many others
Flexibility is a key factor that you should be searching for in your management system. Your business today may not be the same tomorrow and your document system must be able to change and grow at the same pace that your business does. You must be looking for a platform that is as robust as your company is. Be sure to look for a management software program that gives you the flexibility you need for all aspects of your business.
3. The Ability to Handle Sensitive Documents
A document management system must be able to balance the streamlining of workflows, privacy and transparency. If you are dealing with private files containing sensitive information there must be a strong security level included with the software. There must also be a password and authentication system in place and the ability to share these sensitive documents safely with employees that need them. There must also be a controlled access so that other workers aren’t able to access them.
This is also important when it comes to companies that must show compliance with industry guidelines. There must be a way to monitor the compliance reports and the timing of them within the software system. Don’t leave anything to chance – make sure that all your compliance requirements are always covered by risk management software.
4. Great Set-up for Indexing Content
When you have the perfect management system in place for documents you won’t have to search for several different papers in various places. When proper indexing is in place the search for your documents will be straightforward and fast. You should be able to conduct a search based on multiple parameters, which would include keywords, descriptions, etc. The search should also be based on metadata such as signatures, time, date, notes, tags and remarks.
Look for the following indexing features on the document management software you are considering:
- Search that is metadata-based
- Fast and easy data retrieval
5. Software That Meets Your Business Goals
Make sure that the system you choose optimizes your best business practices and mitigates the effort and time that employees must spent both storing and searching for documents. Look at everything that the software offers to ensure that the automation efforts provided by the software are focusing on your key business strategies. All the features must be beneficial to the success of your organization so that everything lines up with the document management software objectives.
6. Easy User Interface
The system for document management can handle several different issues but all the functionality doesn’t need to be displayed to each user. Find out if the program you are looking at allows different displays to be shown on the screens of employees and administrators. By allowing different user interfaces and showing simplified versions to different users, employees can perform their tasks better without having to face any distractions.
All the best practices listed above can apply to different industries – even those that use a lot of documents or handle sensitive documents. Any type of business can benefit by implementing a great document software system into their day-to-day business practices and the time to get started is now. The sooner that you put these best practices into effect, the sooner you will see positive changes within your organization.
If you’re looking for a flexible and user-friendly system that ticks all the boxes listed above plus much more, please visit our website today at interaxgrp.com. You can take our platform for a test run to make sure that it would work for your business and we’re sure that you’ll find it to be the best document management software on the market today.
