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Document Management Features – The Basics Businesses these days are encountering more challenges than they ever did before. With technology having such a great influence on nearly every part of modern business, organizations often struggle with how to best get through the workday. Good thing there’s document management software. In simple terms, document management software is a system that helps people store and keep track of digital documents. Although this is the most basic function of the software, some products are built with functionality in mind through the following features: Internet Access
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As employees need to download and upload documents from time to time, cloud access is critical. 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 Document management can be problematic, particularly for expanding enterprises. The larger a company grows, the bigger 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 will use your document management system on an everyday basis, so make sure the user interface is user-friendly to begin with. If it’s too complex, productivity can be compromised due to delays, what with users having to figure out the system before they can do what they are supposed to. If your document management system is hard to understand, the transition itself can take longer than necessary. Versioning Everybody has been in a scenario where going back to a prior document is impossible, making it necessary to start from scratch. A good document management system saves each and every version of a document after it is uploaded, allowing you to review its history before important changes were made, and save what may otherwise become trash. 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 provides administrators full control in terms of assigning permissions, as a way to ensure that all files or the system as a whole is protected from unauthorized use. Universal Compatibility We all know how fast file formats can evolve. Limited adaptability makes any document management system not worth the investment. The more formats the software supports, 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. Only then can the system become truly useful.