For many businesses, document management can be tough, but it’s worth your while. You’ll want a document management system to help make the process easier than trying to keep track of piles of paper. However, this creates a problem: which one do you buy? Here’s what to consider when you’re picking out a document management system.
Cloud Storage and Connectivity
Any worthwhile document management system will offer cloud storage. However, you won’t get the same connectivity with all systems. Some systems will have a mixture of accessing documents using an app and a browser, while other systems will only offer one of these options. Depending on the system you get, you’ll have different limiters on what files are allowed to be uploaded. Knowing what limitations your system has ahead of time is always recommended.
It’s a hassle to keep paper documents lying around your office. That’s why you’ll want a document management system that can convert your files into digital form. Keeping digital records of your documents keeps you from losing them. It’s also vital to consider what technology is used for your scanning function.
A document management system should come standard with technologies such as intelligent character recognition (ICR) as well as optical character recognition (OCR).
Search and Metadata Function
Any document management system should have a fully functional search option. With a top-notch search function, finding your documents will be a cakewalk. Using the search function, you have to keep the metadata function in mind. The metadata function should let you make a background ID for all items in your central hub. This way, you’ll consistently, and efficiently, be able to find whatever documents you need.
Built-In Document Editor/Creator
Another fantastic feature for any document management system is an editor/creator. With this feature, you’ll be able to make revisions on your documents without having to download them and open them up in a different program, just so you can upload them all over again.
You’ll also have the ability to make and store any new documents in their proper places. Keep in mind that you’ll need proper version control if you’re going to get this feature.
Have Questions? Micro Records is Here to Help
If you have more questions about document management software, Micro Records is here to help you with all of your needs. We can help your business to transition to a paperless way of life with outstanding e-forms and technology. For more information about how we can help you implement your new document management software, visit us online or give us a call at 877-410-SCAN. For more tips, tricks, and to see what we have been working on, be sure to follow us on Facebook, Twitter, LinkedIn, and YouTube.