While all file management systems digitize and organize files so that authorized users can easily retrieve and modify them, your file management software may have many other features built into it. Here are some tools and aspects you may want to consider when choosing a file management system.
Availability
One of the most important elements of any software is usability. It can offer all the features in the world, but if the system isn’t user-friendly, they won’t do you any good. Many file management systems offer free trials so you can test them before purchasing. If possible, allow your team to try the software during a free trial and provide feedback on what they like and don’t like. Since everyone has to use the system, make sure all stakeholders have the opportunity to test it and provide insights about their experience before buying.
File sharing and collaboration
Although the primary function of a file management system is to digitize and organize files, most modern software also allows users to share files and collaboratively edit files. Some file management software allows users to edit documents simultaneously, while other software relies on check-in/check-out functionality to ensure that only one user can work on a document at a time. Others offer both options. Decide which one works best for your team’s workflow and the types of files you work on together.
version control
Version control (sometimes called “version control”) is an important feature of document management software that allows you to track changes to your documents. The best file management software will even maintain an archive of older versions, allowing you to see how your files have changed over time and revert to older versions if needed. This is especially important when collaboratively editing documents, where human error can cause important information to be changed or deleted. With version control, you can revert to older versions of your files and easily recover any lost information.
Image scanning and OCR
Image scanning and OCR are very useful features for businesses that have large amounts of paper records and want to digitize them. Scanning is the first step in converting paper records into digital files that can be imported into software. OCR is a more advanced feature, but it’s necessary to simplify large digitization projects. OCR reads the text of an image and makes the image’s content searchable. The best document management systems use OCR to automatically fill in metadata, making it easier to search for files later.
electronic signature
Document management software often contains documents that require a manager’s signature, such as purchase orders (POs). Many document management systems integrate with electronic signature tools, such as DocuSign, to allow electronic signatures. You can usually use this software to send a document to a recipient and request their signature. This can increase efficiency when it’s time to get clients to sign important documents or onboard new employees, helping you sign and store documents in one central location.
Workflow automation
Workflow automation features move tasks automatically. Take the purchase order workflow as an example: You can set up workflow automation so that once a purchase order is generated, it is automatically sent to the appropriate manager for signature. The manager will be notified, and when the task is completed, the next relevant team member (such as someone in the accounting department or the manager’s supervisor) will be notified. If more actions are required, you can also build them into automated workflows. The best document management systems let you customize your workflow to fit the way your team collaborates.
Automated workflows can help streamline your business processes and maintain legal compliance.
User permissions
An essential element of file management software is the ability for administrators to set individual user permissions. Permissions allow some users to view or edit files, while others may not even be able to view those files on the system. Not only does this help improve efficiency, it’s also an important safety measure. The best file management software allows administrators to set permissions by specific groups and dynamically change permissions if you need to make exceptions while keeping the default permission settings the same.
Mobile functionality
Many document management systems have dedicated mobile apps. Others rely on web browsers or online portals. Make sure the mobile version of any file management software you are considering is actually mobile-friendly. Even if you don’t personally use it on your mobile device, other members of your team probably do.
Not every file management system checks all of these boxes, and others offer them all and more. When choosing file management software, consider which tools and features will be most useful to your business. It’s important to strike a balance between comprehensiveness and usability. There are systems that can do it all, but they can be a challenge to navigate (not to mention more expensive than simpler software).
Data security
Data security is an important part of any records management system. As more businesses go digital, more and more customers are entrusting sensitive personal information to the companies with which they do business. Your organization has a responsibility to ensure the security of sensitive information and prevent data leakage.
Look for a file management service that offers encryption and compliance tools, automatic updates, data redundancy and backups.
