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A well-designed document management system can streamline workflow and improve efficiency across your organization. It can help you save money and space by eliminating the need to purchase storage units or filing cabinets. Centralized software can be used to manage and track changes over time. Any solution should incorporate features like document versioning, as well as the ability to control access in a granular manner.
It is crucial to select the right document management system that all employees in your organization can use. The UI (user-interface) is the interface that your employees see every day when they log into the system, and it’s essential that it is appealing and easy-to-use design. If it’s difficult to navigate, employees will likely resist using the system, which can negatively impact their performance and overall productivity.
The right document management system will also be dependent on the specific requirements of your business and the technology environment you have. You may want an archival system that can recoup space, or is compatible with the requirements of a long-term storage plan for records. You might also require an even more sophisticated capture system that has workflows, and the capability to share documents simultaneously.
Some solutions offer an interface on the web which brings together files from various places and tools such as Dropbox, Box, or Google Drive. Others provide a more extensive set of tools that facilitate collaborative editing and creation as well as offer audit trails and secure cloud storage. It is also important to choose a solution that works well with the tools you use on a daily basis regardless of whether they’re third-party software or internal tools such as Microsoft Office.
