Essential Features a Document Management System Must Have

CIO Review APAC | Tuesday, November 02, 2021

Document management systems assist in the digital organization of all of a company's papers; nevertheless, there are some basic elements to look for before selecting an appropriate document management system for the business.

FREMONT, CA: No matter how large or small a company is, it recognizes that having a system in place to organize the innumerable files that are the lifeblood of operations is a must. However, whether it is just getting started with document management systems, or if it is trying to replace an existing system, it might be difficult to know what to look for. Every document management system is unique, and some may be adapted to meet the needs of particular sectors. There are, however, some features that should be a baseline.

Here are a few features that Document Management System must consist of:

Edit history

Keeping track of changes, particularly to documents, is a crucial challenge for a business. Look for software that allows you to see a comprehensive edit history, including what was changed, who did it, and when. This information is essential for version control and ensuring that coworkers are only working on the most recent version of a document.

Robust search function

Because organizations must manage a large number of crucial records at any given moment, it's critical to be able to find what they're searching for fast. A system should be able to leverage important metadata, such as invoice number, vendor name, date, and so on, to quickly locate the document you need. Some systems additionally allow employees to tag documents, allowing them to be organized and labelled by category, such as "invoice" and "contract." This makes it simple to see all of the documents of a specific category or topic for quick reference.

Workflow automation

Tiered approvals and automated invoice processing, for example, can help businesses save a lot of time and money. According to a report published in 2019, accounts payable departments that utilized automation handled approximately twice as many invoices per full-time employee as those that did not. These figures demonstrate how effective workflows can be, as well as why automation is such a vital feature in a document management system.

Mobile access

Mobile access is yet another feature to seek in document management software, depending on company needs. Though many people prefer to do the majority of their work on a computer, mobile access can be useful for brief activities such as one-time invoices or contract approvals.

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