When you’re considering a new document management system, make sure that you find one with the features that you need. While many document management systems offer similar features, not all have everything you’re looking for. Take a look at some of the biggest and most important features in a document management system.
Cloud or Desktop
Many document management systems only offer you one solution either online or desktop. There are benefits of both of these types of systems, and what you need depends on what your business practices are like. Because of this, eFileCabinet offers both online and desktop solutions for your business. Unlike many other systems, we allow you to take the decision into your own hands and choose the best solution.
Depending on your industry, you may be required to keep all files for 7-10 years. Because of this, storing physical files gets laborious and takes up a lot of space. On top of that, going through your files regularly to get rid of old ones is not an easy process. However, with File Retention on your document management system, you can easily set how long you need to keep the files and forget about them. The files will be taken care of appropriately once the time has elapsed. You can set how they are taken care of, from completely deleting the files to archiving them.
Many document management systems have slow uploads. When you try to add a file to the system it seems to take forever. With eFileCabinet, you get a quick upload. On top of the speed of the system, you can also upload files by simply dragging and dropping them into the DMS.
Outside Program Integration
What office software do you use in your business? It’s important to make sure that the software you’re already using is compatible with your document management system. In addition to other compatibilities, eFileCabinet integrates with the Microsoft Office Suite as well as Quickbooks.
It’s important that you know what is happening with your files. eFileCabinet offers Alerts as one of our top features. This lets you know when files are changed. In addition, you can set up the alerts to remind you when something needs to happen on a file you have in the DMS.
When you are working in an information-sensitive environment, it’s important to make sure that only the people who are allowed access to client information have those documents. Because of this, role-based security is one of the most important features available on your document management system. This security allows you to decide who in the company should have access to what files.
Make sure that you get a document management system that has the features you need. Keep in mind that these are not all the features available. For more information on eFileCabinet and the features offered, give us a call or fill out the form to the right.