A document management system (DMS) is computer software that stores and manages all digital documents. Integrating a DMS into your business will streamline organization, security, and everyday work processes.
Finding the right document management system (DMS) for your business may seem like a daunting task with the hundreds of available options. Each DMS can offer unique benefits to a company. We want to help you find the perfect fit for your business, so here are the seven things you should consider before choosing a DMS.
Think about what problems your business is facing that a DMS can solve. This will help you pinpoint exactly what features the perfect DMS for your company should possess. Do you just need a place to store files? Do you need a tool that can search through all your files? Would you like a more robust DMS that automates manual processes?
Each DMS comes with its own unique features that will address different problems. Some features that might be beneficial to your organization include:
- Full-text search
- File versioning
- Automated workflows
- File storage
- Form fill
- Customizable security
Ask yourself, “with these features available to me, will I be able to work more efficiently?” A robust DMS can completely cut out all the tedious and manual paperwork that takes up your day and prevents you from focusing on the key parts of your job.The right DMS will enable you to work more efficiently and add significant value to your company.
Within the wide range of platforms, your company could pay anywhere from nothing to thousands of dollars a month. The platforms with extensive features generally come with a bigger price tag, but you will be saving money in the long run since a DMS can streamline your work.
Beyond the actual cost of each DMS you are considering, you should look for the payment options they offer. The DMS may require a one-time payment, or a subscription with monthly or annual payments. There isn’t a simple answer for which one is the best, so find out what would work best for your business.
Each DMS comes with varied levels of accessibility. Some are cloud-based and can be accessed anywhere, at any time. This is extremely useful for remote workers who collaborate on documents or when you need quick access to a document when you are away from the office. Other software offers access to exclusively on-site desktop computers. If no one is going to be working away from the office, this is a fine solution, but you are at risk for losing data in the event of a natural disaster or hardware malfunction.
DMS also offers accessibility options when it comes to users. Will there be a single employee in the HR department that needs to use the system? Or does the entire company need access? Most DMS come with customizable options for how many users will need access.
Support for Growth
Every business is ultimately striving for growth. Will your potential DMS support that? You will quickly outgrow many of the basic systems with their limited storage capacity and features. If this is a worry for you, find a DMS that continues to introduce new features that you can add on as you need them. Find which DMS will be able to grow with you.
Is continued customer support essential in your decision regarding the right DMS? If you plan on using a robust DMS, ensure that there is continued customer support and education so you can use the software to its full potential. An effective customer support team will be able to answer any questions you have and provide training to learn about the system’s new features.
Security and Compliance
Keeping documents compliant with regulations like HIPAA, SEC, and FINRA require complex security measures. You have to limit who can access each document, which is extremely difficult when using a traditional filing system.
With a DMS, security and compliance becomes effortless. You can set extra security measures like who can download, edit, and even view specific documents or files. Platforms with top-of-the-line security measures also have an audit trail, which shows how every user interacted with the document.
Considering all these factors when choosing a DMS that works for you may seem overwhelming. To make the choice easy for you, get a free demo for Rubex by eFileCabinet. eFileCabinet is the leader of the document management industry and will save you time, money, and help you get back to the work that really matters. See how we compare!