Features of the Best Document Management Software

If you’re looking for ways to improve document storage retrieval and archiving within your company, a top-quality document management software can help more than just replace the filing cabinets in your office. It can also help streamline the business processes, reduce the cost of storage and minimize the risk.

The smart tools allow you to manage documents throughout their entire lifecycles beginning with the creation and distribution of documents to the archiving process and disposal. This is vital to ensure compliance with strict policies and security regulations (like HIPAA and Sarbanes-Oxley) and mitigate the possibility of fines or the revocation of licenses.

Document management features include indexing to help you search and retrieve documents more easily. This allows you to locate the right document faster. The best systems provide categorization and tag support to make it easier for document identification. This improves the retrieval of documents, enhances searches and ensures conformity with document name conventions.

Other key document management features https://www.dokusoftware.com/how-data-room-providers-can-ensure-data-safety/ include a robust audit trail that shows who has accessed or modified your files at what time, when, and in what manner. This enables you to meet data and privacy requirements and guard against cyberattacks.

A top document management system will be able to integrate with other platforms and tools your company uses. This creates a cohesive ecosystem that eliminates siloed data and simplifies business processes. The interface should be simple and user-friendly, minimizing the learning curve, and facilitating rapid adoption by your employees. It should also provide workflow automatization and a pre-defined standard process to speed up and eliminate errors in document handling. This improves productivity, increases customer service, and streamlines processes.