The job of the document management software is to store, manage and organise all the documents making it easy for the user to handle numerous documents. Handling documents is one of the tedious jobs present in any organisation. Therefore, it is important to pick the right software that can preserve, store, define and index all the documents whenever there is a need. So, the question is how to select the best document management software and what are the essential features of the software.
- Web access
The internet has become a common part for all therefore it should have a feature that allows users to access documents from anywhere. A web-based document management system provides easy access to all the folders to the users.
- Document search
Companies and organisations have lots of files and documents that are required to be searched fast with just a few letters. The software should have the feature to retrieve or search files whenever there is a need to access files. The document search feature allows users to navigate content by name, date, author and so on.
- Drag and drop feature
The feature allows you to drag and drop files from one folder to another or from one application to another. The feature is time efficient saving a lot of your time when organising files and documents.
- Permissions or security
This is one of the most important features that a document management software should have. There is a large team of employees working on the same software therefore it should have permissions that allow only permitted employees to permanently delete or change files and to give access to certain files to certain users only. The administrators can define permissions according to employees to safeguard the sensitive and confidential information of their organisation.
- Customisation
All the businesses are unique therefore their needs of a DMS are also different. Therefore the specific requirements of the business are required to be taken into consideration. So, an ideal document management system should come up with a certain level of customisation.
- An attractive user interface
The software should come up with an attractive user interface that provides a good software-using experience to all the team members and employees. If the software is difficult to operate then it will consume a lot of time of the users which results in lower productivity of the employees therefore it is not worth spending your money.
Wrapping it all up!!!
Document management software is a strategic investment for an organisation therefore it should operate according to the needs of an organisation streamlining the entire workflow. The software should have all the above-written features so that you can make the right investment for your company.
