Document Management Software

What Makes A Good Document Management?

A document management system (DMS) helps you manage documents efficiently and effectively. It provides several functions such as storage, retention policies, retrieval, security, archive, etc. To ensure that your DMS performs optimally, you need to understand its functionality and choose the right one for your business needs.

Storage: Storage is one of the most basic requirements of any document management system. Depending on your business needs, you may require cloud storage or local storage. Cloud storage is convenient because it doesn’t require you to install anything on your computer. But, you need to pay for each gigabyte of data stored separately, making it expensive. Local storage is much cheaper than cloud storage, but you need to install the software locally on your machine.

Retention Policies: Retention policies allow you to set rules for how long you want certain files to remain in your system. These policies depend on whether you are storing physical files or digital files. Physical files typically last longer than digital ones due to technological advances. Therefore, you may need to specify a different retention policy for digital files compared to physical files.

Search: Searching through large amounts of information can be difficult, especially if your DMS does not provide full-text indexing. Full-text indexes help users quickly locate specific terms within a file.

Security: Security is another key factor to consider when choosing a document management solution. With a secure document management system, you can control access to sensitive information and prevent unauthorized users from accessing critical company data.

Archiving: Archiving allows you to store older copies of documents in case you need them again. It also helps you to protect intellectual property by providing a safe place where you can safely store old versions of creative assets like designs and logos.

Backup: Backups are essential to avoid losing important information. Make sure that the backup process is automated so that it runs automatically every day.

What Is Document Management Software Document management software helps you organise documents, images, spreadsheets, presentations, and other types of content.