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Document Management Features – The Basics Businesses of today are facing more challenges than ever before. With technology having such a strong influence on almost each aspect of modern business, organizations usually struggle with how to best take on the workday. Thank God for document management software. In simple terms, document management software is a system that helps people store and keep track of digital documents. While this is the core function of the software, there are products created with functionality features such as: Web Access
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Since employees may have to upload and download documents every now and then, cloud access is necessary. Even as web-based document management systems are rapidly becoming the industry standard, a number of systems out there that don’t allow web integration, and they have to be avoided.
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Smart Organization Handing many documents can be difficult, especially for expanding businesses. The bigger the company grows, the more extensive its document organization needs become. When choosing a document management system, organizational hierarchy is one of the most critical features that must be considered. An intelligent system of file categorization, tagging and rating increases efficiency during file searches. User-friendly Interface Your staff will be using your document management system from day to day, so you’ll want to make sure that the user interface is easy to use in the first place. If it’s too complicated, productivity may actually decrease because of the delays that result from users having to decipher the system before they can perform the tasks at hand. If your document management system is such a tough nut to crack, the transition itself can take ages, which is bad for business. Versioning Everyone has gone through the experience where reverting to a prior document can’t be done, and the sole option available is to start from scratch. Good document management systems save all versions of a document after it has been uploaded, which means you can go back to its history before any crucial changes were effected, and save what may otherwise become a worthless file. Authorization If you have a large staff, it can be difficult to monitor the entire community. Permissions are important in this situation, as they let you to pick the people who can delete or make changes to certain files. Good document management software offers administrators full control in assigning permissions as a way to protect the files and even the system itself from unauthorized parties. Universal Compatibility We all know how fast file formats can evolve. Document management software with limited adaptability is not worth the investment. The more formats are supported by the software, the better. When searching for a good document management software solution, pick a product that will give you all the features mentioned above, plus a few others which are custom-built for your company’s specific needs. This is how the system becomes truly useful.