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Document Management Software Buyer's Guide
Table of Contents
- » What is the definition of document management?
- » What is Document Management Software?
- » What are the benefits of Document Management Software?
- » What are the features of Document Management Software?
- » Before choosing any DMS Software
- » How to choose good Document Management Software?
- » Questions to ask a vendor when buying Document Management Software
- » Is it worth investing money in Document Management Software?
- » How much does Document Management Software cost?
- » 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 profitable side. In this list, we have compiled some of the points which can save you from any potential losses. So, let’s check them out.
› List your priorities
Analyzing the current documentation flaws that need to be addressed should be your first step before going for any Document Management Software. The applications come with a wide range of features some of which you may not require at all. On the other hand, having a list of your priorities will enable you to ask for the right customization.
› See to which buyers group you belong
Each software application has been designed to serve small, medium or large businesses and one should always choose the software depending upon their usage. Thus, in case you belong to a small business group, there is absolutely no need to invest in elite subscriptions that cater to big organizations.
› Analyze its security measures
A vulnerable document sharing software can expose the confidentiality of your business to potential hackers which can result in the jeopardizing of your business. Hence, one should adequately explore every information on the software so as to be on the safe side.
› Cross-check for the number of beneficiaries
One should also properly analyze the total number of users before subscribing the software to avoid any last time confusions. This also aids in deciding the best software as per the operational needs.
» How to choose good Document Management Software?
After all this discussion on the various aspects of the electronic document management system, it may be quite clear as to how one can choose the best document sharing software for their business. Let’s have a brief discussion on the points we earlier discussed.
› Multi-Support for Files
Data comes in different forms, which can be in Excel format, Word, PDF, Powerpoint, and many more. Hence, to maintain the efficiency of a business, going for a single document controller that supports all file formats is always the best idea to cater to all business needs.
› Quick Edit option
What’s better than Document control software which not only helps in the creation and sharing of the files but also lets the approved circle members edit them in case of any desired change. Various software applications allow both editing and adding comments to have a perfect document creation experience.
› Data Backup
The storage facility where the files are stored is also another important factor in choosing the best DMS software. Businesses need regular interaction with the information and reports. Thus, it is better to go for a software application that will give you a cloud backup. It will not only ensure the safe protection of your files but also will eliminate the need for additional servers from your end.
› Positive Vendor reputation
Reviews from previous customers who have already used the software can also help in streamlining the confusion related to the services and facilities which are offered by the claiming company. No one will ever want to know after subscribing to a DMS company, that they have been fooled with false claims. Moreover, the right balance of both positive and negative reviews usually shows that the company’s reviews can be trusted.
› Mobile Compatibility
Imagine you are far from your system but still can access and control the documents through your mobile. Wouldn’t that be great? Well, there are many DMS System applications in the market that provide mobile compatibility to their users which helps in accessing and verifying the documents and files from anywhere at any time.
› Flexible pricing structure
When a vendor forces you to choose from a limited number of subscription models then it is better to give it a go. Why pay for features which will be of hardly any use? The point is, you can tailor your own package as many elite level DMS application providers offer that privilege to their customers. Through a pay-as-you-go model, you need to pay for only those features which you require. Many buyers don’t know about such subscription models and jump directly into a decision that leads them to repent till it gets over.
› Round the clock support
Every software application comes with an obvious chance of getting malfunctioned owing to bug attacks. In this regard, it is imperative that the vendor must be able to provide support immediately to avoid compromising the security level of confidential company information.
» Questions to ask a vendor when buying Document Management Software
1. How do I get paper-based documents into this system?
2. How smooth is the transfer of the existing digital files into the software?
3. Does your document management software offer compliance?
4. Is the software cloud-based?
5. What level of security will I get for my data?
6. How easily can I search for a text/document in the system?
7. Does the system allow me to define user roles and access permissions?
8. Is it possible for multiple users to work on the same document?
9. What sort of tracking and analysis does the product contain?
10. Can the software retain different versions of the same document?
11. Is it easy to extract data from the system?
12. What is the process of taking backups?
13. Which features are unique to your software that I won’t find anywhere else?
14. Can I access the system offline?
15. Which devices does the solution support?
16. Does the software offer integrations with other tools? How simple is that process?
17. Will it be tough to upgrade to the product’s new version?
18. Are regular updates a part of my package?
19. Can you elaborate on your support services? Is it available round the clock?
20. How rapidly can you solve grievances? Are there extra costs for the same?
21. How long would the training take?
22. What is the process of software installation?
23. How do you tackle sudden system breakdowns?
» Is it worth investing money in Document Management Software?
In today’s world, every business and firm is facing cut-throat competition among others to emerge as the leader in their field. Hence, implementing renovating and revolutionary technologies can help in achieving better productivity while reducing wastage of time. Here, document Management tools can provide the best methods of sharing essential documents and information between partners, stakeholders, or employees without any discrepancies. Moreover, in a recent survey, the reports stated that companies and firms having ideal Document Management Solutions witnessed a steep increase in the companies’ operational productivity.
Equipped with innovative facilities which help creating, editing, storing, and sharing of information the software has been considered as a must to run a business smoothly stated various experts. But if a company wants to hire different individuals to complete the tasks mentioned above, then there is no doubt that the expenditure will see an increase of about 30-40%. Hence, no doubt investing in DMS Software is the best option for growing one’s business.
» How much does Document Management Software cost?
The pricing plan differs from software to software mostly depending upon the number of users, facilities and tools availed, and the duration. The lowest price for a monthly subscription of the most inferior DMS software can start from $5 and can reach a high of $199 depending upon the features and number of access given. Some software also comes with no charges, but the catch here is that they may not provide premium facilities and tools to their users. However, this is the best method to check for a service’s efficiency in delivering products and at the same time can also be used by beginners’ also.
» Conclusion
Lastly, if you are looking for a good Document Sharing Software which can provide a break-through to your company, then you must be pretty careful about it. While investing in a DMS company can be pretty thrilling, any mistake can cost your business to suffer. Hence, preparing a detailed list of the points you want the DMS software to have, including your budget, can cut down half of the tedious homework. Similarly, before choosing a particular Document Sharing Software, one should always try out the software initially for free to gain a deeper insight into the claims and the actual result before investing in it. Finding a good document sharing software will not only help you increase operational efficiency, but will also help you to reach the top.