How to Evaluate an Online Document Management for your Business?
Properly implemented document management systems can help generate lots of benefits for your company. But, some of the businesses are unable to understand these benefits such as improvement in productivity, as they are features that cannot measured tangibly. Using an online system is one of the best ways to embrace these systems without having to make an investment on consultancy. What are the main points to be considered when choosing the right online document management?
You can find many different types of enterprise document management on the market and it can be difficult to check all of them. However, you can fix a set of criteria, which when met would mean the software is ideal for your company.
The requirements document management should include zero financial commitment, consultancy or training and capital investment. There should be a free trial mechanism with a simple, transparent and monthly price model. The system should be so simple to use that you don't have to make an investment on training. And, it shouldn’t need any capital investment, as a cloud-based system without the need for any server or administrators would mean an inexpensive solution.
Every company is different and it has different requirements. When evaluating different document management systems, make sure that you choose them by asking the following questions.
When it comes to the document capturing and import features, find out the type of documents that you need to be captured and saved through the enterprise document management. Regarding document storage, who would be responsible for storing the documents? Find out if the documents are stored in a rational manner at present. Have you been always thinking of implementing some strict rules, but without any success?
When it comes to indexing and accessing documents, how do you want your users to find all the documents? There would documents that would require constant accessing, and others would be needed rarely. You should think of simple criteria to be used for finding any document.
When it comes to document sharing, determine the tools you would need for collaborating on a document. It would be required to have control over versions and also get copies of different versions. Also, determine if there is a need for users to approve or reject documents.
Last but not the least feature to be evaluated in an enterprise document management system is security. Do you want all the users to see all the documents? Is it required to enable all the users to view the meta-data related with all the documents? You can think of managing all the users into groups.
These are some of the most exhaustive features and conditions that you must evaluate when searching the right web based document management. When you have assessed a few software through this method, you would be able to learn a lot about these programs and thus improve your evaluation method. It would be best to consult your office managers before you create the list of criteria or features required in these document management systems. It would help you in choosing the best possible system.
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