Last Updated on July 1, 2022 by Fakhar Zaman
Document management is the process of storing and organizing documents in an efficient manner. It can be done manually, but document management systems (DMS) simplify this process by automating it. Choosing a DMS that best suits your organization can significantly alter productivity and efficiency levels, so it is important to understand how these systems work before making a purchase. This article will cover the key factors that should be considered when selecting one for your company from providers like Harrington Group International.
Price is often the deciding factor for DMS purchases, but you should consider other factors as well. The primary deciding factor is which company the DMS seller uses to host the system. The more popular and trustworthy a company is, the more likely it will have prices on hand and pricing templates available for you to use to show your team. Price alone should not be a deciding factor for your purchase.
When your team works on a file, you will likely want to save the old version so it can be made available should the need arise. Version control is a feature that allows you to do this by making it easy for your team members to view and access multiple versions of an electronic file. This is essential for any organization managing large files or documents because it helps prevent confusion and delays when an old version is needed.
DMSs can be integrated with many popular office products, including email, word processing, and spreadsheet programs. This allows the DMS to manage files for you and automatically import any information captured into these applications. It saves time and increases efficiency by making it easier to use multiple programs from one interface without having to manually import information from each program into a DMS. This feature is especially beneficial if your company has multiple departments that might have files in various locations.
DMSs have security features that allow you to password-protect files and documents, require authorization for certain users to access certain files and documents, assign roles to certain users when working with them and even restrict access from easy-to-hack Internet web browsers. These security features should be considered when purchasing any DMS.
Maintenance and Support
A company that has the most developed DMS will likely have a large support staff to help your company troubleshoot any problems your system may have down the road.
Backups and Archiving
Every DMS will have tools to allow you to back up information to a CD so you can perform a restore later if necessary. This is essential when dealing with any files sensitive to your organization. Also, if the files are backed up, they should be stored in a location that is secure and easy to manage.
File Transfer and Sharing
Many document management systems are integrated with FTP, so you can easily transfer files from one computer to another. This is especially helpful if there are any issues with your current network because you can transfer information over the Internet directly to a new server without having to install software or make any changes on the old server.
If you are in look for document management systems contact HGI. We offer a full range of document management products and services, including our own exclusive Document Management System. For more information, visit: https://hgint.com/