Document Management

Software for Effective Document Management

document management

The Power of Digital Document Management

The 21st century is defined by a rapid increase in the amount of data businesses need to store, access, modify and transmit. Thus, it is no surprise that digital management has become the means by which these tasks are accomplished. As opposed to traditional on or offsite storage methods, this type of management offers several unique benefits.

The Benefits of Document Management Software

One of the most notable advantages is the fact that storing this type of content digitally allows for quick and easy access by authorized personnel. This will help streamline internal operations and save a great deal of time when retrieving files.

A secondary benefit is the fact that this system allows for secure project management. That is, security systems are quite robust and only those with clearance can access sensitive information. This greatly reduces the risk of theft or data corruption.

A third benefit is the fact that many of these systems are quite cost-effective in terms of budgetary management. In-house facilities are not needed, upgrades can be made on-the-fly and there will be very few instances when a technician will need to arrive on-site to address a problem.

Finally, most digital document management software is what is known as open source. This means that the platforms are constantly updated, improvements are consistently being made and the user can rest assured that the programs are flexible and adaptable to a changing business environment.

Key factors that have made this type of business software invaluable to daily operations are:
  • Easy and centralized access to proprietary data.
  • Heightened security protocols.
  • Cost-effective platforms.
  • Open source programming allows for constant updates.

Factors to consider...

The first main consideration should be the flexibility of the software. Different businesses will naturally have different needs. One key determinant is whether the document storage and retrieval program can adapt to changing needs. Is it scalable and if so, what processes are involved in an upgrade?

Secondly, some companies include a document scanner as part of the overall package. While this may seem beneficial, it is often the case that these scanners are less advanced than a high-end retail document scanner. The cost should be weighed against the service.

This type of content management system (otherwise known as a CMS) needs to have a robust security system. Only appropriate personnel should have access to the data. Most providers offer encryption systems that can help deter outside entry, but the type of data will determine how secure the platform needs to be.

Lastly, the project software needs to offer an appreciable level of real-time customer support should a problem arise. The most reputable providers will include this free-of-charge for all of their clientèle. Still, there are others that will offer such support only for a limited time before it will expire. Depending on the requirements of the company, full time support may be the best option.

To review, some of the metrics to consider when purchasing a CMS software package are:
  • The flexibility of the package.
  • Will the program include a document scanner?
  • The level of security.
  • How available is customer support?