In Part 1 of this blog series, we discussed several considerations to take into account when selecting a new document management system (DMS), including scalability, accessibility, security, design, and integration. Here, we focus on various technical and functional capabilities and security features that may also prove helpful in identifying the most appropriate DMS solution for your specific enterprise needs.
In a world of increased global collaboration, it is critical to have a system in place that is capable of ensuring the safe and secure management of business documents and enterprise processes. An effective DMS will feature a robust set of functionalities that satisfy operational needs while streamlining workflow and optimizing efficiencies.
Secure document collaboration
An enterprise DMS must feature a secure collaboration platform that enables external parties to access information instantly from any location, overcoming any geographical constraints. It must use advanced encryption standards like AES_256 to securely encrypt documents and ensure the safety and security of critical documents by preventing unauthorized access or hacking. It is critical that enterprises keep sensitive client information secure and protected from unauthorized access or viewing that could have grave consequences and negatively affect the corporate brand image.
Permission-based access control
A DMS should also offer robust access control based on granular-level permissions that can be granted, allowing requesters to perform only those actions/functionalities for which they have permission. A DMS must also allow for quick application setup with instant user creation, with document access control permissions configured to allow access to only those documents that are required for individual users.
User’s Workspace (Myspace)
My Space feature of DMS allows users to leverage online storage exclusively available to themselves. Consideration of feature on efficient sharing documents within and outside of the organization. My space feature help organizations eliminate shared storage requirements. Along with personal document space, it provides complete traceability and audit trail of the documents.
This feature of an enterprise DMS helps reduce turnaround time, as the latest information is readily available for sharing. Enterprises can ensure that they meet all the necessary deadlines as detailed information about various projects becomes available. An effective DMS will also feature auditing functionalities capable of maintaining detailed and insightful records of entire information-sharing activities.
This enables enterprises to audit critical actions of those requesting information, including login/logout time, documents viewed by users, operations performed on documents, folder operations, and more. Tracking and monitoring all user activities brings greater transparency to the overall process, providing details such as who accessed a particular document and from which IP address.
Inter-platform secured communication
A DMS must also include an inter-platform secured communication capability like Email and Question & Answer (Q&A), as communication with clients usually involves an exchange of critical and confidential information. This capability must employ complex encryption algorithms that ensure the safety and security of client information. A Q&A feature allows clients to easily post any queries about documents and enterprises to respond to those queries.
Fast full-text searching enables the identification of specific documents without having to search across all folders. An advanced search builder allows the creation of complex search queries based on metadata to reach deeper lengths of searching for a specific document.
Multi-level document approval
A multi-level document approval workflow in a DMS helps enterprises increase process efficiency and accountability. A workflow designer can help design customized processes leveraging various entities to ensure specific workflow creation with the right scope.
With today’s vast amount of personally identifiable information (PII), it is essential to identify this information wherever contained in documents. PII management functionality can help enterprises quickly identify and highlight any such sensitive information.
This functionality allows enterprise users to sign and insert electronic signature, enabling them to readily deliver officially approved documents.
Task management capability ensures due diligence, as tasks can be assigned to particular users/groups for comprehensive document review or any other operation and subsequently tracked.
A DMS should also be accessible through mobile or handheld devices to cater to growing enterprises with employees who are constantly on the go, enabling real-time communication and faster decision making.
Enterprises should consider their present and future needs when selecting the most appropriate DMS for their specific uses. It is then recommended to contact potential solution providers for a product demo to assess a tool’s practical capabilities.