You’ll need an effective document management system if your company or business requires to store, manage and handle massive amounts of data. The best document management software is user-friendly, secure, and also integrates with other platforms for efficient workflows, enhanced productivity, and guaranteed compliance.
Unify your content into a single online location. Create folders for your files, categories and tags that are appropriate for your business. Robust searching allows users to locate what they require without having to search through folders or remembering specific names of files. Document versioning records every edit or restoration, so teams are aware of when and what changes were made.
Secure access to documents that are critical is limited to authorized users. A efficient document management system has the ability to set permissions in a way that allows you to restrict access at the file level for both external and internal parties. This can help you avoid costly errors, and improves overall document integrity.
Select the DMS that supports the most popular formats for files used by your team. This will reduce the size of files and processing times, thereby making it easier to reduce storage costs. Furthermore, select a platform that allows document compression, which will significantly reduce the amount of storage space needed to store large files.
Determine your document storage capacity requirements for both current and future expansion. Select a platform which can meet your requirements without performance issues or excessive subscription fees. Derrick Hathaway, VEM Medical says they selected a solution for file management software that could offer cloud storage and the ability to scale to meet future demands for document storage. It also offers flexible options for document storage, such as converting files to smaller sizes and compressing PDFs in order to further reduce the file size.