About 46% of recently surveyed small businesses confirmed that paper-intensive processes are the primary time wasters in a business. Consequently, companies have been seeking effective and less tedious ways to manage documents. Without the proper organization of documents, the workplace can be unproductive.
Fortunately, a document management system can restore order in the organization of your files. The document management system has significant benefits that will take your business to the next level. You will enjoy freedom, peace of mind, and convenience.
Are you in need of a document management system? Below are tips for choosing the best document management system for you!
1. Define Your Needs
You need to identify your needs before buying a tool to manage your documents. List the current issues and hitches in all the departments. If you want a system that focuses mostly on image scanning, specify.
Involve your staff to have the real picture of the situation. The solution should address the problems identified by your team. The DMS can be different based on the functionalities you desire.
Without a proper needs assessment, you might install a program that doesn’t resonate with your business. Take your time before engaging a provider.
2. Integration Capabilities
Document management involves the typical administrative tasks in a company. It is crucial to get a system that's compatible with your current internal processes. Avoid installing a program that will necessitate you to change your digital system as a whole.
The right DMS should integrate seamlessly with your accounting software and CRM. A fragmented system can be overwhelming and messy. You need a program that will be consistent throughout the processes for improved efficiency.
Have a checklist of your frequently used programs such as sage and Microsoft Office. Ensure that you brief your DMS provider on your business processes. Check out the features of the DMS software to establish its compatibility with your business.
3. Get a Provider with Industry Experience
Document handling and recording are primary to every business. Yet, businesses have different ways of managing their documents. Some companies need compliance with the various industry-specific rules on documentation.
The DMS vendor you choose needs a deep understanding of your industry. The software that works for a healthcare company is different from the food and beverage industry. You need to vet a potential provider to know whether they are knowledgeable on factors encompassing an industry.
A vendor should have insights on the acceptable document management in the workplace. Avoid DMS providers who claim to have solutions to any business. You need a solution that complies with your company's administrative and security needs.
4. Simple User Interface
Your employees should navigate through the installed system without any hurdles. A sophisticated user interface can lead to change resistance. That's why you need to involve your staff before settling for a DMS.
The system should be efficient and easy to use. The visual designs need to be straightforward and the commands simple. If your team has to refer to the DMS manual every day, there's a chance that the software is not user-friendly.
Have in-house training for all your employees. Those workers who understand the interface can help other workers. Everyone in the organization should understand how to go about the document management program.
5. Data Security
The recent data breach of one of the largest financial institutions affected more than 100 million people in the US. The hacker compromised thousands of bank account and social security numbers. Data breaching remains a concern where there’s involvement of digital technology.
You need to confirm the security features of a DMS package before buying. If you opt for a cloud-based system, the data protection measures should be commendable. Ask tough security questions to avoid signing up for a system that will compromise your business.
The DMS provider should incorporate the industry-mandated protocols and standards for maximum security. The features and practice should also comply with the industry's regulations. Data security ought to be a priority when choosing a DMS software.
6. Support Options
The benefits of DMS in your business are diverse. However, you’ll need a vendor with a variety of customer support options to reap the maximum benefits. The support should be reachable by email, online chats, social media platforms, and telephone.
Get to understand the average time the customer representative takes to attend to your request. If your software provider requires 24 hours to address an issue, you will need an alternative for urgent documentation needs. Avoid making any agreements if you are unsure of the prompt availability of support.
Work with a vendor who offers service-level agreement. The provision ensures that the DMS provider will resolve issues and answer queries within the stipulated time.
7. Collaborative Features
Most conventional document management systems comprise of cabinet filing. This aspect limits collaborative functions. Employees working remotely might need a system that allows collaboration.
The DMS software you select need to accommodate users working off-site. A cloud-hosted software can guarantee you centralized access control. Your workers will appreciate a system that promotes easy access to required files regardless of location.
These collaborative features can further allow people to co-author a document or make video calls within a window. With the system cataloging all changes, your team can track revisions and make modifications as necessary.
Document backup is a DMS feature you can’t afford to ignore. Whether you own a multinational corporation or a small business, losing documents can affect your venture adversely. Go for a product that assures you of consistent data backup.
The backup capabilities are part of disaster management in your organization. Inquire from your vendor the backup system available. You never know when you might need to recover data stored years ago.
A Document Management System Increases the Efficiency of Your Business Processes
Your company will appreciate the role of the document management system in file organizing. With the many vendors available, you'll need to identify the features that you desire for a DMS. Settle for software that increases value in your business.
If you need any document management services, contact us today for a quote.