Documents contain information. An enterprise depends a lot on such information in order to function smoothly. However, enterprises fail to gain momentum despite having the potential to succeed just because of impoverished document-work. The main aim of any Document Management System is to transform a paper-intensive enterprise into a digital business organization. For an enterprise, streamlining a document is a daunting task. The task becomes even more difficult if being executed manually.
Selecting the right Document Management System for your enterprise
The selection of the right DMS in order to automate document-intensive business process is important. It would provide the enterprise with a better view of things, leading to having better control over processes and at the same time it would streamline workflows enhancing productivity. However, certain complex features in some DMS sometimes leave the users puzzled forcing them to think they have more questions than answers. Soon the user gets stuck between a ‘life with and without a DMS’ situation. Since ‘without a DMS’ situation isn’t advisable, here are the 10 key components a DMS must have.
The true power of indexing is tested while having a document search. The document search engine should provide powerful document content and metadata search. It should also provide an OCR search and an advanced document search on all attributes.
It happens to be a centralized repository for easy storage, sharing, and retrieval of digital documents. The needed documents could be searched by the file name, multiple index fields and/or full-text search and can be accessed when required.
Documents generally come in bulk. Bulk uploading should be a necessary feature in the DMS as it lets the user upload maximum files in one go, saving a whole lot of time and effort.
Versioning of documents is essential. It lets you maintain multiple copies of a document and keep track of every version made and notifies every member in the loop of the most up-to-date version.
Document features must include individual and bulk permission management, document activity log, file locking, reset account access and external sharing.
Collaboration allows multiple users to view, retrieve, share and edit the same document. Access to documents can selectively be allowed or denied.
The feature lets you administer who has viewed the file when. This contains the name of the user, date, time and the name of the file that was accessed.
Web and mobility
Having the flexibility of being able to access the files anywhere and anytime is vital. Before buying any DMS thorough research about whether the software is compatible with the various devices, including tablets and smartphones or not must be done.
Third-party Software Integrations
To be able to access and use data through integration is an essential exercise. Choosing a DMS with third-party integration is just as important in order to provide seamless integration with apps you are already using.
Every process in a business organization has an automated workflow that routes and manages the flow of documents from one department to another, seeking review and approval. DMS with a workflow can scan, route, approve, and edit source files to automate document management.
Take a look at a few more Document Management System essentials.
A DMS should be simple and user-friendly. A DMS that gives the process owners flexibility to set up and modify access permissions of the files and folders without depending on their internal IT staff or vendors.
File Format Support
Document generally come in various file types. From Microsoft Office files to Open office to AutoCad files to image formats to PDFs, you need a Document Management System that accepts and supports every file type.
On-premise vs. Cloud-based DMS
On-premise solution is preferred by companies already having required configuration servers. All of your company’s data storage related things are dealt and managed onsite by your company's IT specialist. It requires a one-time yet large investment. Cloud-based DMS, on the other hand, requires no hardware, infrastructure setup and licenses. And deployment is very quick and disaster recovery and backups are included in the service. It is comparatively cheaper for small teams than the on-premise DMS.
Training and Support
You need to adapt to a DMS that provides you with the necessary training and support system. Failing to do so would leave you struggling with a large chunk of data and document work.
The pricing for the document management system generally depends upon the requirement of the enterprise. Factors such as features, users, deployment model and storage play an important role in the pricing of the software.
Potential Document Management System challenges
Implementation of new software isn’t always a walk in the park for an enterprise. A lot of industry heavyweights who have been successfully using the Document Management System were initially reluctant to introduce the software in the organization. The reason being was they didn’t want to lag behind in productivity due to the time-consuming procedure called deployment. Users may face various issues during the implementation process. Even after deployment and implementation, there are certain challenges that may come in the way. Learn about some of these inconveniences.
Purchasing a service or a solution might cost a fair amount of money. The spending may seem even more if the plan is not chosen wisely, resulting in a dead investment. The service provider may give you a free trial, however, a refund is a rarity. The user may customize the plan to ensure he is only paying for the services he is using. This will cut down the cost significantly.
Not every employee in the organization will be welcoming enough of the new move. Most of them will be reluctant in radically mending their ways and might find it difficult to adapt to the new software as they’re accustomed to the ones they’re already using. A product-utility workshop might help them get used to the new software.
A new work-culture
A paradigm shift or a transition phase in the work culture would mean the consumption of a significant amount of work-time. From a manual workforce to a digital enterprise, it would take time for the employees to get used to the transition. However, choosing a DMS with a user-friendly interface would be both time and cost-efficient and would make the steep learning curve seem a conquest of a sort.
The Bottom Line
From the customer dockets to employee documents to invoices, all your business data hold massive importance to you. To organize or streamline the host of documents is humanly impossible. Digital documents act as building blocks for a business organization. However, once the business starts to expand, the document system starts to complicate processes because of features that continually get added within the system. Such a predicament leads to a digital mess, making it extremely difficult to locate a particular file when needed.
A digital document solution could be of a great help in order to alleviate such pain-points. Choosing the right DMS would help your enterprise have an efficient system in place which would eventually result in a predictable and desired result.