Top 3 integral features of the best document management systems

Top 3 integral features of the best document management systems It has been quite some time now since when companies gradually started shifting to electronic document management. This was mainly due to the easy integration processes and seamless work environment, which are important for any and every business. The concept of paperless office has been adopted by many companies since it allows the professionals to work in a hassle-free environment. Right from keeping all the information in a central repository in an organized fashion, to sharing those documents with the team members and collaborating with the partners, a document management software allows you to do all these.

If you are running a business and thinking of making it a little more organized, you might consider investing in a document management solution as this is considered to be one of the most effective solutions for streamlining all the administrative operations. However, before you invest your hard earned money in a particular software, you must check out whether or not that will meet your business needs. Although every business has its specific requirement according to which a DMS should be designed, there are certain common features that all the best document management systems should have. Here is a list of the top three features; take a quick look – 1. Document collaboration – One of the main purposes of using a document management software is to collaborate with colleagues, employees and partners and share the documents with them. A document management software system should be designed in a way so that it allows easy and smooth collaboration. This allows to save a lot of time and cost. Wondering how? Well, with a DMS that is equipped with a feature like easy collaboration, you can easily upload a document and share it with whomever you want to.

You can also control the security settings and thus keep the information safe from unauthorized access.

2. Version control – When you share a document with other team members and ask to make changes on those, it might be difficult for you to manually keep a track of whatever changes have been made. This is where a document management software helps you best. Since it has a feature like version control, this ensures you can trace whatever changes have been made, by whom and when. If needed, you can also get back the original version, without any changes. You can also overwrite commenting, document locking and protection.

3. Easy document retrieval – The process of finding out a document manually is not only time consuming, but also extremely tiring. This is why the best document management software are equipped with features like optical character recognition or OCR so that you can easily find a document. With features like these, you can simply type out the keywords for a document in the search query and the relevant document will automatically come up in the search results.

These are three most integral features of an advanced document management software. Make sure the software you choose is equipped with these advanced features. This will help you earn the best possible ROI. (Article Source: http://ricohdocs.blogspot.in/2015/10/top-3-integral-features-of-best.html)