Document management software is a very important tool used in many business and offices to organize files in a database. It has become popular in the industry because of the convenience it offers. If you will search the internet for such software, there are a lot results that will come up. Selecting from those results will not be easy if you will not set some criteria. If I were you, here are some questions that I would ask myself if I am about to choose a document management software. |
What kind of document management software does your business need?
There are many kinds of software out there that can help you manage your documents. But you should choose the one that will match your business’ needs. For instance, there are document management software that are more appropriate for financial firms, like those that focuses on audit records, tax fillings, and can be integrated with programs like Quickbooks. On the other hand, some software is more suitable for medical and law firms, as it allow fast transfer of documents from one department to another.
What specific features will you need?
Document management software has a lot of features, and you may need to evaluate which ones you really need. Basically, it should include a disaster recovery system, full-text search options, and added security. If you want extra features that are important in your business, you can have customized software. Thus, you have to identify what features you need before purchasing software.
How much does it cost?
The cost is one of the main concerns of anyone who wish to buy this kind of software. Though some could be expensive, you can still find affordable software that can suit your needs. Remember that it does not have to be costly to say that it is efficient. There are affordable software out there that can match the efficiency of expensive ones.
Will the software accept any brand of scanner?
If you have an existing scanner, you should know if it will work well with the document management software that you are planning to buy. If it won’t then that means you will have to buy a new brand of scanner that will be accepted by the software. Before buying, inquire about this first to avoid further problems.
What file formats does the software support?
Some software does not support other file formats, so if you prefer sharing your files with clients and other colleagues, it should support several file formats starting from basic Word and Excel files to JPEG and PDF files. It should be flexible to allow other people to view your documents. Will it allow sharing and access of files across other employees?
This is a very important question because it weighs both the software’s ability to give you security and yet allow sharing of confidential files. Sharing of files can make work faster and help employees to be more productive. But still, you have to consider if other people can make changes in the document. If it will be allowed by the software, then it should at least help you monitor who accessed the file and what changes were made.
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