What Key Features Should You Look for in a Document Management Service?
In the Age of Big Data, companies are producing more documentation than ever before. Between physical and paperless versions, it can be a lot to track, organize, access, and protect. Strategies that were commonplace even 10 years ago have quickly become outdated. That’s why so many companies across all industries have invested in document management services.
What Are Document Management Services?
The goal of document management services is to help companies better streamline their workflows, manage their data, and secure their sensitive information. Depending on a company’s unique needs, providers may also help them turn their paper documents into digital versions or design better practices for managing the creation, dissemination, and disposal of their documents.
7 Essential to Look for in Document Management Services
That might sound like a relatively simple definition, but the truth is that document management services have evolved quickly. Today, two different providers can offer vastly different options.
So, while your company’s requirements won’t be the same as others, there are seven essential traits you should look for in document management services before investing in the provider.
1. An Accessible File Structure
When your document management system is in place, employees should have no problem accessing it and, thus, the essential files they need. This is why you must prioritize a system that provides an easily-accessible structure.
2. The Ability to Search the Entire Database
One of the most anticipated document management systems features for companies with filing cabinets full of hard copies is that they can be transformed into digital versions. After they are uploaded into the database, employees can then search for them as easily as they would conduct a search on Google.
For example, a lawyer who’s interested in looking up a particular type of case from their firm’s history no longer needs to ask around for suggestions. They can just go to their document-management system and search for those types of cases.
Without this kind of feature, a digital database is very little help. It’s still better than physical filing cabinets, but there’s no reason your company should go without search-ability.
3. A User-Friendly Interface
Of course, like any technology, document-management systems are only as helpful as they are user-friendly. No matter what it promises, if the system is too complicated, convoluted, or frustrating, employees won’t commit.
The beauty of a well-designed document-management system is that it’s about as simple as walking over to open an actual filing cabinet. If you can use Google, you should be fine using one of these systems. Anything that requires greater technical acumen should be avoided.
4. Mobile Accessibility
Just about every company employs remote workers to some degree. Whether you have employees who permanently work offsite or staff members who are regularly on the road, it’s important that your technology accommodates them.
That’s yet another reason to love document management systems. It should give your offsite employees just as much access to files as their onsite counterparts. If it doesn’t, find another option. Even if you don’t have any remoter workers at the moment, that could change – best to plan ahead just in case.
5. Integration for Streamlined Workflows
When talking to a potential provider, be sure you ask if their system will integrate with the technology your company currently uses. From your email client to CRM software, integration means making it as easy as possible to move virtual documents into your database.
6. Scanning to Turn Hardcopies into Digital Versions
For similar reasons, document-management systems should work with a wide range of scanners. The more they can support, the better because what you currently use may change in the future.
7. Security with Administrative Controls
Without a doubt, security should be a major concern when considering document management system features. Only consider those that come with administrative controls, so you can decide who has access to which kinds of documents. Otherwise, creating this kind of system may also create some major problems.
8. Industry-Specific Services
As we touched on earlier, no two companies are the same. Still, companies within the same industry generally have very similar needs when it comes to document management system features. That’s why it’s ideal to work with a provider that understands what works best for your field. Otherwise, you could end up without all of the features your business needs. Your company may also pay for services staff members don’t really use.
Enjoy These Document Management System Features ASAP
Are you sold on the document management system features outlined above? Would you like to get started leveraging them as soon as possible?
If so, we’d love to hear from you. At Kelley Connect Services, our document management system offers all of those features, plus the advantage of working with an experienced team that will take the time to better understand your company’s current requirements, challenges, and goals. Contact us today to begin the conversation about your document management services.