Not all document management systems are made equally. Check which EDMS features come as standard in the solutions you are comparing.
In a fast-paced world, digitalization means that businesses need to be more competitive than ever before. All sorts of software solutions claim to make your company more productive, efficient, and better at dealing with multiple tasks and projects at once.
We all know how much time we all waste in managing documents. Saving documents, making sure that we are working on the right version, finding documents that our colleagues sent us, filing documents in complicated folder structures… and so on.
Electronic document management systems offer a way out from your file chaos, and everyday time-consuming document management. When selecting your solution, pay attention to the EDMS features, here is what we think you should expect as standard.
Document management and automation
The electronic document management system you will select should be developed using the latest technology and include document automation as standard. At the very least, your EDMS features should cover the following:
- The EDMS automatically manages and stores all the files that you upload or import.
- The EDMS lets you quickly and easily find all the documents that you are looking for.
- The EDMS should automatically capture important data and information from your files and classify it for you.
Security and Rights Management
While selecting your electronic document management system you need to consider security and rights management. The EDMS features need to allow company management to control access to document by department, worker, of by project. Certain users of the EDMS should be able to setup which other people can access documents and files stored in the system. You should be able to use your EDMS features to limit access to repositories and specific files as and when you need to. Your document management system should be there to help you control access to your company data and protect confidential or important business files.
The electronic document management system should include a meta-data capture feature as standard. Every one of your files contains a lot of valuable data and they all contribute to authenticity and accuracy when using them in future. Making the most of the EDMS features with a built-in meta-data capture feature will ensure that you get the most out of your documents, as well as improve your overall productivity. Data is the most valuable resource you have: make sure your EDMS features help you to get value from your data.
The bottom line
Implementing an electronic document management system in 2019 should be central to your digitalization strategy this year. A good set of EDMS features will allow you to manage all your company documents efficiently, save time, and work smarter. There are plenty of options on the market so make sure to take your time when comparing the EDMS features available in 2019.