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How to Choose the Right Document Management System for your Business

July 9, 2019 at 9:00 AM / by Dwight Moore - VP of Enterprise Solutions

There’s been a lot of hype around document management systems lately, but with so much variability in the different systems, how do you know what to look for? We’ve created a list of what managers need to know about these systems and how to pick the best one.

What are Document Management Systems and How Can They Improve a Business?

A document management system (DMS) is a software application designed to help companies reduce the amount of paper-based processes through automation and ease the management of electronically stored documents. With more organizations taking the leap toward digital transformation every day, the number of documents being stored electronically has reached astronomical numbers. Keeping track of so many documents can prove difficult without a management system in place.

Document management systems allow businesses to take control of their electronic documents. Managers can use these systems to manage permission controls, meaning documents can only be accessed by authorized personnel. Features like this offer peace of mind and added security over a traditional filing cabinet.

Another critical advantage of these systems is the ability to regulate version control. After making edits, the different versions of a document can all be stored, accessed, and manipulated with ease. The ability to revert to previous edits can save companies tremendous amounts of time, especially in development situations.

One of the most advanced capabilities of any high-quality document management system is monitoring tools. These tools can be used to monitor the use of documents and highlight critical details, such as which users are using different documents at any given time. The ability to keep track of who is accessing documents can come in handy when quelling discrepancies. Being able to pinpoint the date and time that a document was accessed and who did it solves many potential security issues in one fell swoop.

All of these features are essential to look for when shopping for a managed document system.

What to Look for in a Document Management System

One of the most important considerations to take into account when shopping for a DMS is if it will work seamlessly with the companies’ existing systems. Spending money on a document management system that doesn’t work well with the current systems is money wasted. Don’t fall into the marketing gimmicks. Do the research or consult with an expert and find a fully compatible one.

The next concern after compatibility is functionality. How many features does the DMS have, and what can it do?

Look for Document Management Systems Like Laserfiche

One of the most effective document management systems on the market is Laserfiche. The widely respected DMS and Enterprise Content Management (ECM) system makes it possible to manage all of an organization’s electronic documents in one place. 

Laserfiche sets a great example as a document management system. Every other DMS should be measured against Laserfiche to determine their quality. 

Some of the significant benefits of Laserfiche include:

  • Streamlined collaboration
  • Ease of navigation, the ability to find content quickly
  • Intuitive organization with contextual information and document links
  • Eliminates the cost of physical document storage rooms and filing cabinets by storing documents electronically with cloud technology.

Enjoy the Benefits of Cloud Storage with a DMS

Document management systems like the ECM options offered by ImageNet can make a huge difference in operational efficiency at an organizational level. The benefits of having ample cloud storage are essential to hosting the massive troves of electronic documents that come from undergoing the digital transformation. With more documents being stored electronically than ever before, DMS cloud storage is a must-have. And in case anyone is wondering, there are also on-premise options available in addition to cloud hosting. A document management solution provider can help you decide on which option is best for your business.

Ensure the DMS can Facilitate Automation

Another key feature to look for in a DMS is a robust suite of useful automation tools. These tools can significantly simplify routine document management tasks and save staff countless hours that can be used more productively.

One of the essential features in any document management system are automated backups. These backups are crucial and can be critical in the event of a data breach.

Also, the ability to create rules-based routing for approval processes and document movement is a must-have feature to look for in a system.

Another useful automation tool inherent in most document management systems is the ability to outline when outdated editions of documents can be deleted. Controlling little things like this manually wastes precious hours better invested in more meaningful work.

Make the Smart Choice and Partner with ImageNet Consulting When Shopping for a DMS

Businesses shopping for a reliable DMS that suits their needs need an intuitive, custom solution with the support to digitally transform their office. With ImageNet, customers get all of the most valuable capabilities in a DMS including automatic backups, ample cloud storage, document encryption, and other advanced benchmark security features. No organization should be without these advantages in today’s competitive market. 

Talk to ImageNet today and start enjoying the benefits of leading document management systems like Laserfiche.

Topics: Enterprise Content Management

Written by Dwight Moore - VP of Enterprise Solutions

Dwight brings over 35 years of experience assisting clients with their document life cycle and business process needs to ImageNet. A graduate cum laude from The University of Central Oklahoma with degrees in Advertising and Marketing, Dwight spent his first fifteen years working for the Xerox Corporation in sales and sales management. With certifications from the Xerox Sales and Management Training Institute in Leesburg, Virginia, Dwight spent many years managing integrated solutions teams. Dwight joined the ImageNet Consulting team in 2003 and has been instrumental in developing the ImageNet Enterprise Content Management Solutions team and helping ImageNet become one of the top ten Laserfiche Value Added Resellers in the world. With 13 consecutive Laserfiche Winners Circle Awards and seven Laserfiche Million Dollar Club Awards, ImageNet has established itself as a top tier Laserfiche Reseller under his leadership.

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