What a tool to store, share and organize knowledge? Document management system helps to approach the workday in the most productive manner.
Professionals take an average of 18 minutes to look for a file. This inconvenient search cuts away productivity.
What is a document management system?
A document management system is a software that stores and tracks electronic documents.
The full array of functions includes integrations, co-editing abilities, and social tools that facilitate the entire process of storing and sharing information.
Document management systems have an authority of assisting users with files and documents at the fingertip. The suite of calendars, messaging, blogging, wikis, and case tracking are ideal for business houses.
Top 7 document management features you need today.
Knowing well-defined document management systems with their industry trends sets apart an organizational goal in itself.
When shopping for a document management system, consider its features and how they will drive your goals forward. Here are top standards to consider:
Looking for a document management system, we have to take into views of its features and goals. These are the top standards to consider:
1. Cloud access.
Employees need to have access to downloadable documents at a given time and place. This is a salient feature of document management system. It gives access to any file from any location with cloud storage in the document management system.
2. Intelligent organization.
Scattering documents and multiple platforms eat time on a workday. The larger the company means higher the number of documents and the data to organize. Organizational hierarchy is the main feature built into a document management system. To find files as quickly as possible, categorization, tagging and rating the files are done.
3. A comfortable user interface.
Your employees are going to use a document management system daily. So to make the software easier to use, an attractive UI or user interface is designed. Whenever your employee looks for a file, the UI design motivates the eyes, once they get the file quickly.
4. A robust search feature.
As the number of files is innumerable, there is a concern of document overload. A robust search engine in place accurately powers every search query.
5. Version control.
As more and more documents are compiled and stored, an old version of a file gets untraceable. Even in such a situation, document management systems allow every version of a document with timestamp, allowing you to recover every crucial file.
6. Permissions.
With growing staff members, it is hard to maintain a communication flow among them. Permissions are vital for employees to delete or change files or maintain workflow of communication. The document management system gives particular permissions for every employee, which prevents important documents from altering.
7. Universal format support.
There is a constant change in the field of technology when it comes to file formats available. Since common .pdf and .docx are always feasible, there are more file formats available. More the formats it supports, the better the document management system.
6 tips for implementing your new document management system.
When choosing a document management system, be sure to keep the following tips in mind:
1. Why transition is important
Employees easily get accustomed to a document management system and they get alienated when a new document management system is replaced. So whenever a new document management system is tried, make sure the employees are well communicated with its benefits to give them reasons to use the new one.
2. End user training from start to finish
Employees need to get much wanted familiarity to get accustomed to the new document management system. Employees should be backed by a training program to get the tips and tricks and everyone’s ease of use will be evident from now on.
3. Scan-in paper documents, maintain digital records.
The main purpose of the document management system is to move out of paper. This means every document needs to have a digital existence in the system. It is a clear process in which we can hold onto needy documents and eliminate the others.
4. Customize your document management system.
Other than a fixed template for all employees, document management system can be customized, according to preferences of employees towards the look, feel and functionality.
5. Get full service of vendor’s customer support.
You will benefit in the long run, if the employee is encouraged to find familiarity with the document management system with guidance from customer support.
6. Interact with your staff regularly.
CEO and managers should have a clear idea of staff’s position of familiarity to the document management system. This ensures there is no fall in the office tasks, which lead to lower productivity.
In conclusion,
Getting paper away could help the office tasks to be completely automated in the document management system. It is prime to get accustomed to the document management system.
