What Document management system features should you be looking for?
A good document management system should offer a variety of features. For a small and medium organisation, the ones mentioned below are very important. Without which the implementation of the DMS cannot be considered long term.
Must have document management system features
DMS should be able to support creation of workflows as per organisation requirement . Options to create an approval workflow and automated alerts can really improve productivity of knowledge workers.
Reports & Dashboards
Not everyone in the organisation is technically inclined especially the management. This is where the dashboards and reporting system help. Dashboards help in getting and update on new initiated workflows etc and the reports help take quick decisions.
A simple folder hierarchy structure reduces clutter and keeps the documents organised and its easy for retrieval. Also its the legacy way how you have been using to manage your files and folders in your computer so its intuitive.
Bulk Upload enables you to capture multiple documents to the DMS. The greatest benefit of bulking your upload is the ability to edit and add document metadata offline and not directly through DMS application. This saves time!
User Groups & Permissions
User groups is a way to protect sensitive documents in confidential projects. If a documents has a user group assigned to its authorisation the document will be accessible only by the (active) members of the user group. When the members added or deleted from a group, their possibility to access the document is updated accordingly.
A Document Set is a group of related documents that you can manage as a single entity. You can create a Document Set in a single step, and then define its characteristics and metadata. For example, a manufacturing company might produce a standard set of documents related to design, testing, and fabrication for each product it manufactures.
With a metadata-driven DMS, there’s no need to worry whether you are accessing the latest version? Where can i find it?Where should i store this file? Or who made changes to a particular documents.
Tags are simple words usually between one to three words to describe information in a document or digital file. Tags provide details about an item and make it easy to locate. This helps finding documents fast!
Document encryption is used to protect documents using cryptographic keys. It is used to protect documents in transit (i.e. sent via email) and when stored on a disk or in the cloud from being accessed by unauthorised users.
Active Directory Integration
Having your active directory integrated to a DMS ensures that people in the organisation can access the DMS. This also ensures 360 degree access right protection to organisation information.
Detailed Audit Trails
An audit trail, is the formal examination, inspection, and verification of a path taken. In the case of a Document Management System (DMS), trail refers to the path followed by the document.
Alerts & Notifications
For DMS to function as a collaborative system, people participating in its lifecycle need to know when there is a change in the document. Alerts is a very important feature you shouldn’t miss in a DMS
Version control is an important feature of any DMS. Version Control helps improve the regulatory compliance. Disagreements & disputes between different versions of a document can be completely avoided with version control.
Full-text search enables you to search a string inside thousands of documents. This means that if you have a brief idea of any of the contents of the document searching becomes a breeze!
Do you still have any questions regarding Document Management System features?
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