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February 19, 2024

Choose a document management system in nine steps

Document management software has become an essential tool for businesses and organizations across various industries. With the ever-increasing volume of digital documents, it is critical to have a reliable system that can organize, store and retrieve information efficiently. To help you navigate the myriad options available, we've compiled a list of features you should check out to make the right choice.

 

  1. Centralized document repository:

One of the most significant benefits of document management software is its ability to create a centralized repository for all your documents. This feature eliminates the need for physical filing cabinets and allows easy access to files from anywhere at any time. Depending on your business characteristics, it is essential to verify that the software offers modular solutions and can be implemented in different ways, for example, as a shared server accessible from all workstations or by providing a Cloud service.

  1. Version Control:

Version control is an essential part of management systems, and keeping track of different versions of documents and changes can only be possible with adequate control mechanisms. Document management software should solve this problem by automatically saving multiple document iterations and a timestamp indicating when each version was created or modified. Thanks to version control, verifying who made a change and when must be possible. After each modification, the document's previous versions must remain available for consultation and comparison, while the most recent is the one automatically proposed for operations.

  1. Secure data storage:

In the transition to digital document preservation, it is essential to evaluate the security aspect, from data protection to compliance with privacy regulations, especially with the intensification of cyber threats. It is important to ensure that the system chosen integrates adequate measures, such as historical password control, security policies on menus and folders, two-factor authentication, file encryption, access geolocation, firewall and external access authentication (LDAP or TO). All measures that ensure that sensitive information remains protected from unauthorized access or breaches.

 

  1. Access Control:

Closely linked to the point on security is that of access control. Access to sensitive company documents must be appropriately restricted based on user roles and permissions. Document management systems provide granular access control capabilities that allow administrators to determine who can view, edit, or delete each document based on defined permissions. This capability enables organizations to easily comply with security regulations, promoting a data-centric security approach by limiting access to only specific employees or groups.

 

  1. Efficient Search Feature:

With large amounts of data stored, quickly finding specific files becomes vital. The management system chosen must offer efficient but equally simple and intuitive search functions. It is crucial that you can perform full-text searches by indicating words or parts o

text contained in the document or its metadata, such as title, keywords and tags. It is preferable that other search tools, such as the search by Labels or the search by Parameters (on the Document Properties), are also integrated and that different specific algorithms are used depending on the document's language. The most advanced management systems also allow you to preview and work on documents already on the search screen without opening additional windows. This way, users can quickly locate relevant files, significantly improving productivity.

 

  1. Collaboration tools:

Collaboration is often key in business processes requiring multiple stakeholders' input on projects, document reviews and approvals. Having collaboration tools built into your document management software facilitates seamless teamwork. Users can work simultaneously on shared documents, eliminating version conflicts or unnecessary email communications.

Functions such as Check-in and Check-out procedures, integrated contact books, reading confirmation, and integrated calendars facilitate collaboration and limit the possibility of errors.

Plus, collaborative features like annotations, comments, and document tracking make it easier for teams to provide feedback and track changes in real-time.

 

  1. Automation:

Document management software must provide automation features that streamline processes, save time, and reduce manual errors. The processes must be modeled according to the company's work needs. Administrators must be able to quickly create, manage, import or export even sophisticated workflow models, capable of performing numerous operations in series or parallel. This way, many tasks traditionally performed manually, such as file organization, naming conventions, file conversions, reminder scheduling, and notifications, are performed mechanically with workflow automation, allowing employees to engage in higher-value activities. The software must allow for multiple outgoing transactions, time-outs on activities, and customized notification messages. Document management will thus be faster and more efficient.

 

  1. Integration:

A practical document management solution must integrate seamlessly with other business tools commonly used by organizations. This integration ensures seamless data flow between systems, improving productivity and efficiency.

From the ability to integrate with CRM or ERP platforms to direct import from external folders or E-mail boxes, the management system must allow users to access documents directly from existing workflows.

 

  1. Mobile Access:

Mobility is increasingly crucial in the working world and beyond. Whether it is a remote employee, a professional who is always traveling to different locations and often attends meetings outside the office, or simply a user on the go who wants to check a piece of data, it is essential that users can easily access documents whenever they request it. Ideal document management systems should provide mobile access capabilities without compromising security. It is preferable to include offline working functions (you don't always have a reliable connection available) that allow you to consult, modify and re-enter documents into the system. The flexibility of accessing documents on the go improves productivity and collaboration no matter where you are.

 

In conclusion, document management software offers a wide range of features that can significantly improve any organization's efficiency, productivity, and security. Still, knowing how to orient yourself and choose the best-performing solution is essential. With centralized repositories, version control mechanisms, secure data storage options, efficient search capabilities, and the ability to seamlessly collaborate with colleagues via integrated tools, LogicalDOC perfectly meets all the features presented. In particular, its exemplary ability to integrate with other third-party platforms allows for a smooth data flow between systems in whatever conditions they are operating in.

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