Features of the Best Document Management Software

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If you’re looking to improve the efficiency of document storage retrieval, archiving and storage in your company, a top-quality document management software will help more than just replace the filing cabinets in your office. It can help streamline processes, lower the costs of physical storage, and help reduce risks, particularly in highly regulated industries.

A document management system’s intelligent tools allow you to manage documents throughout their entire lifecycle from creation and distribution to archiving and disposal. This is vital to ensure compliance with strict guidelines and security rules (like HIPAA or Sarbanes-Oxley) and to lower the risk of fines and cancelled licences.

Document management features include indexing to help you search and retrieve documents more easily. This helps you find the right file quicker. The most effective systems support tagging and categorization to make it easier for document identification. This helps improve document retrieval and makes it easier to search while also ensuring compliance with document naming standards.

A solid audit trail is another essential aspect of document management. It lets you know the time and date that users accessed or modified documents. This lets you satisfy the privacy and data requirements and protect against cyberthreats.

A document management system of the highest level will integrate with all other tools and platforms that your organization uses. This creates an integrated ecosystem that eliminates siloed databases and simplifies business processes. The interface should be simple and user-friendly, thus reducing the learning curve and facilitating rapid adoption by your employees. It should also facilitate workflow automation and a pre-defined, standardized process for accelerated, error-free document handling. This helps to boost productivity, improve customer service, and improve operations.