Most businesses appreciate the need for an efficient document filing system. Even though there were paper based filing systems that worked well for many organizations in the past; in recent times, there has been a shift to paperless systems. This is because paperless filing systems allow for easy organization, classification, storage, and retrieval of files. These paperless file management systems are commonly referred to as DMS software.
Document management software is very efficient in managing electronic documents because it creates a centralized database that is easy to locate. It is from this central point that all documents are classified and tagged; to make retrieval and editing easy. Tasks that should be supported by any ideal program include data capture, processing, indexing, distribution and retrieval.
In order to suit the needs of different users, DMS software is available in three versions, namely; Standard, Professional, and Enterprise editions. This makes it easy for an organization to choose a version that is both convenient and affordable to their business; depending on the size and magnitude of their operations. Therefore, it is important that individuals and businesses alike choose the correct version for their use.
In choosing the best system, there are certain features that need to be taken into consideration. The program needs to have a security feature that only allows authorized personnel to access documents. The access should also be selective in that users can only access the areas that are within their level of authorization.
A web-based application is preferable for organizations that have employees based in multiple locations. This is to ensure that the system is accessible from any geographical location. This feature should also allow for online and real time searches to be conducted. It is equally important to consider the fees associated with acquiring and using the software. Most institutions consider solutions offered on a pay-per-use model to be more economical to their operations.
The best program is that which allows for easy editing and updating of the existing documents. At the same time, it should have the capability to track any changes made to the documents, with corresponding time stamps indicating when documents were edited. The ability to backup a copy of the original document is a definite plus.
A solution that is fully capable of handling backup to removable media and also remote backup procedures is more suitable. This is reduces any chance of ever losing data as a result of sabotage, accidents and natural disasters. The system must allow for quick recovery and restoration of work-flow management after disaster occurs.
A business must do adequate research of all DMS Software available in the market and choose the solution which is most suitable for them. The cost involved, program features and ease of use must be considered before settling on a particular solution. The need for electronic document management systems is felt more by large institution which h have to deal with large volumes of paper documents. Examples of these documents include receipts, invoices and purchase orders.