When selecting a document management system (DMS) to assist with various organizational requirements, enterprises should seek a multi-pronged solution — one that functions as both a secure collaboration platform and document repository, enables automated information management and classification, and is highly compatible and scalable.
The need to identify the right DMS for your organization is more important now than ever, with the exponential growth in digital data and documents generated across an enterprise demanding solutions that efficiently manage information while saving costs and increasing productivity.
A truly effective DMS delivers a seamless collaboration experience while enabling enterprises to securely manage their critical documents using advanced encryption algorithms and granular permission-based access control. Other features of a quality DMS include an automated document approval workflow, as well as the ability to easily download, edit, share, and electronically sign documents.
Specific considerations for DMS evaluation
Enterprises face a vast number of challenges that stand to benefit from the use of a DMS:
- Facilitating collaboration among a large number of geographically dispersed employees
- Meeting multilingual communication demands
- Handling a wide array of products across multiple verticals
- Navigating different file formats for document storage
- Managing documentation with multiple organizational stakeholders
- Conforming with legal, statutory, and regulatory requirements
Scalability & Accessibility
It is essential to select a DMS that can efficiently handle a growing number of employees and the variety of organizational changes associated with such expansion. The solution architecture must be scalable in terms of hardware and software and readily flexible to match future requirements. The ability to access the DMS through a mobile device provides users better flexibility to work on the go.
Safeguarding confidential documents and protecting them from unauthorized access is another critical consideration when selecting a DMS. The system must employ the latest security standards, including high-end encryption algorithms that encrypt documents while at rest or in transit. Other essential features include in-built, permission-based access controls to restrict unauthorized access, secure communication channels, and Q&A functionality.
An intuitive solution design leads to easy comprehension of information and well-organized management of documents. Complex user interface designs, intertwined processes and workflows, and disorganized information can easily perplex users and reduce workforce productivity. The DMS must be easy to set up and use, with a manageable learning curve.
The DMS must also offer seamless integration capabilities to ensure a smooth transition or collaboration experience while working with any existing or third-party applications. This will help ensure process efficiency and excellent customer experience.
Conducting extensive research using the above-mentioned factors to identify the most appropriate DMS can help enterprises improve productivity, enhance collaboration, promote paperless processes, and ensure greater data control and security.