If your company or organization requires to store, handle and manage massive quantities of data and information it is essential to have a reliable document management system. Ideal document management software is user-friendly and secure. It also integrates seamlessly with other platforms in order to streamline workflows, increase productivity, and ensure compliance.
Unify your content in one online location. Organize files in folders or categories, and tag them in ways that make sense for your business. Robust searching allows users to locate what they want without navigating through folders or remembering exact names of files. Document versioning keeps track of each edit and restoration, so that teams will always know the changes made and when.
Secure access to documents that are critical is limited to authorized users. A well-designed system for managing documents allows you to set restrictions on documents, both internally and externally. This can help you avoid costly errors, and improves the overall integrity of documents.
Select the DMS that supports the most popular file formats used by your team. This will minimize file size and processing time, which decreases storage costs. Furthermore, select an application that supports document compression, which can significantly reduce the amount of storage space needed to store large files.
Determine your document storage requirements for both current and future expansion. Then, choose an option that can meet your needs without issues with performance or over-subscription charges. For instance VEM Medical’s Derrick Hathaway says they chose the file management software that offers cloud storage, and is scalable to accommodate the future requirements for document storage. It also offers different options for document storage such as converting existing files to smaller sizes of files, and compressing PDFs to further reduce the size of documents.