A document management software stores and tracks electronic documents. Modern document management systems are designed with various functionalities in mind, and they have a wide array of features like co-editing abilities, integrations, and social tools that streamlines the complete process of storing and sharing knowledge. Document management systems come in different forms.
Some stand-alone systems are explicitly designed to assist users with managing files and documents. There are some other systems that are part of a robust suit with other business tools that include messaging, calendars, blogging, case tracking, and wikis. These are commonly referred to as social business software or collaboration tools. These suites are ideal for businesses seeking a singular vehicle to handle the day-to-day operations.
In the following section of the blog, we are going to share the top 7 must-have features of document management software needed today:
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Cloud Access
These days, if you are not using cloud access, does it exist? Employees must have the ability to access, upload, and download documents from any time and place. Thus, the document management software must have a cloud access feature. Before choosing a document management software, check what the file storage option looks like, whether you have cloud and on-premise options, and how often the vendors roll out the updates. The best thing about having a document management system is it offers the employees the freedom and ability to access the files and collaborate from any location.
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Intelligent Organization
It is tough to juggle between documents and scattered platforms. It takes away a lot of time from the workday. The larger a company gets or, the more organizational changes it goes through, the higher the chances of more documents and data to organize. Organizational hierarchy is one of the most crucial features built into a document management system. Categorization, tagging, and rating will help in quickly finding the files that you need.
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An Attractive User Interface
There is no denying that document management software will be used daily. Thus, the software should be easy to use and come with an attractive UI. The user interface is what you and your staff will see when you log in. It should have the power to motivate the employees and connect them with the information that they are looking for. When the document management software is difficult to navigate, it will reduce productivity. Therefore, it will not be worth the investment.
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A Sturdy Search Feature
As we mentioned earlier, with organizational expansion, you shall run the risk of document overload. Therefore, it is crucial that your team is able to search and locate content. A robust search engine is a crucial document management feature that helps easily and accurately browse the company’s central document database.
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Version Control
Since the uploaded documents are always in flux, every company must have a document management system that features updates and different versions of files. Everyone has been in such a situation where finding the older version of a document is almost impossible. The best document management system can store every version of a document when it is uploaded. Thus, it allows people with access to check the previous versions before any changes were made. Therefore, it helps to add more value to the information being stored.
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Permissions
When an organization has a significant number of employees, it becomes tough to keep a shared social community. Therefore, permissions will be the best friend because it allows you to choose who will have the ability to change, edit, or delete documents and maintain communications. The best document management software will allow administrators to set up specific permissions for every employee that protects important documents from getting altered.
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A Universal Format Support
The file formats are always changing. Common extensions like .dox or .pdf might be dominating the professional world today, but it doesn’t mean that there are no other file formats. The more formats a document management software can support, the better it is. This will make sure that you will not run into any issues in the future.
In Conclusion:
There is no doubt that the features and benefits that come after implementing a well-designed document management software can impact every aspect of an organization. The last thing that you want to do is ignore the reality of today’s competitive business scenario. Thus, it is high time to set the paper aside because it’s time to take things to a whole new level. If you are in search of the best document management software, you should check out SFTDOX – it is your key to enhanced business output and excellence. Wait no more and get SFTDOX today!
