When choosing a document management service provider, you should keep an eye out for a few key features. Discuss your needs at length with any sales reps you contact, and be sure to get technical specifications and pricing in writing. We recommend ensuring that any document management system you consider has the following:
Simple file structure: The system should have an easy-to-use file structure that makes sense to users, such as a cabinet-drawer-folder approach.
Searching: You want a wide variety of options for quickly finding files. You should be able to search not only by the file’s name, but also by content, date it was last modified, file type and more.
Ease of use: The system should be simple for employees to use. If it is too difficult, you won’t get complete buy-in from your staff, which will disrupt your day-to-day operations and lead to confusion.
Mobile access: You want a document management system that is always accessible via smartphones and tablets, allowing you to view, edit and share files from anywhere.
Integration: The system should easily integrate with the programs you already use, such as your email client and customer relationship management software. Ask about open APIs (which allow you to add your own integrations) when discussing any solution with a sales rep.
Scanning: The solution should be compatible with a wide variety of scanners.
Security: The system should allow you to restrict who can see specific folders and files. You should be able to set access permissions by employee.
Cloud-based document management systems
Cloud-based software is hosted by your provider and made accessible to your organization online. Typically, cloud-based solutions charge a monthly or annual fee, which includes all maintenance and software updates. Depending on the system you choose and the features you require, pricing for cloud-based systems can range from a few dollars to more than $100 per user per month.
Pros: The biggest benefits are that you don’t need an IT team to install the software and keep it running properly, and there aren’t any large upfront costs. You also can tap into these systems from anywhere that has online access, and you don’t need to back up your files, since they automatically save in the cloud.
