Managing documents is challenging. That’s because businesses receive a lot of data in many different ways. Information comes in the form of emails, paper documents by way of postal mail, and digital data online via the cloud. What’s more, receiving data is nonstop. Businesses handle documents throughout the business day. Busy executives and office staff make the best business decisions when they use a customized document solution. Here are five things to look for when considering document management software.
- Find Documents Fast
It’s vital to be able to find the document you need when you need it. Good document management solutions have reliable search-and-find capabilities. With optical character recognition (OCR), you can search across the document repository, within a folder or particular document. You’ll be able to find or text, annotations, names, creation dates and more.
Document management solutions also have settings for custom searches and repeat searches where you can save your preferred search settings. With the right document management software, it’s very easy to run a specific type of routine search again. Robust document management solutions contain all of these great features.
- Secure Document Access
Privacy and permissions to access, read, print, or modify documents are important. Any document management software you consider should have the ability to set permissions. Compare this to paper documents which are difficult to control who can access them. In addition, if they’re lost after retrieval, they can get into the wrong hands. This is where a powerful document management solution outperforms paper systems. You control who sees your business’s documents when they’re digitized.
- Share and Collaborate
A comprehensive, all-encompassing document management solution has sharing capabilities that go several steps above average. For example, look for document solutions that enable your staff and clients to collaborate. Clients can review and sign off on documents for approval. Version tracking and comparisons streamline business processes and boost efficiency.
- Easy Document Importing
First-rate document management solutions enable users to import documents in a variety of ways. Download from Google Drive or another cloud-based service. Use a Windows drive to scan or drag and drop, and then immediately direct the file to a folder and name the document.
- Automated Workflows
Streamline business processes by choosing document solutions that allow you to automate workflows. Instead of manual scanning and sorting, you can set up automation to convert the document immediately as it’s scanned into the system. Workflows such as these are rule-based. Program the software to automate steps to route documents and make them searchable. For example, set workflow automation for handling tasks, E-forms, word processing documents, and scanned documents. Document solutions that involve automated workflows help staff increase their productivity. They’ll have more time to handle day-to-day tasks such as order fulfillment and invoice processing.
There are so many benefits to choosing the best document management software that works for your business. Digital Filing Solutions has all the components you need to make better business decisions. We’re here for you. Contact us today and find out how our document solutions can benefit your business now.