Choosing An Electronic Document Management System

All companies that communicate with internal and external elements, regardless of input, produce, provide, store documents within a predetermined system, store them for a certain period of time, destroy unnecessary ones, or archive them if there is a long-term use value of the documents. As companies grow, document systems become more complex and more systematic regulations are needed. Regardless of the environment, there is a need for document-oriented programs that reveal where, when, by whom and in what way a work is carried out, providing internal and external communication, and which are considered as original and reliable sources of information. In this context, great efforts are made to better manage documents. The main questions we need to ask ourselves before choosing an Electronic Document Management System are listed in this article for your reference.

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Choosing An Electronic Document Management System

Uniform storage of documents on different media:

Before choosing document management software, be sure to check exactly which media (paper, e-mail, fax, file) documents can be received and stored.

Marking document relationships:

A request for quotation is followed by a customer or a contract, we will receive or issue a delivery note or delivery certificate later, and there is always an invoice for the process. It makes it easier to work when the document list for the entire process becomes available to your colleagues and the relationship between related documents is clearly marked.

Search by a number of parameters:

Not only do we need to make sure that we can store our documents in a secure environment, but also how we can search for each document. Our day-to-day operations can be disrupted if we can’t get an important bill or contract on time. With a good software, you can search for documents and tasks based on all parameters of the process and define queries in advance.

Administration of internal documents:

Check whether the document management software handles the administration of internal documents, we can think of an in-company contract review, approval, internal communication, which can be retrieved in the document management system for years.

Deadline management:

How much easier life is when the system that manages our documents automatically warns you of critical deadlines. It is a very useful feature, it avoids administrative fines, no more failed business opportunities, missed bids. You can set document deadlines (e.g. invoice, contract termination, renewal, etc.) and assign specific deadlines to workflow participants to complete a workflow.

Contract and account records:

The two most important documents in the life of our company are the invoice and the contract. By storing them in a structured, retracable way, you can make your work much easier. That’s why it’s so important to check whether the software can be used to keep records of invoices and contracts.

Exportability of queries:

If you need any information or lists for your work, the data must be exportable from the document management system.

Eligibility management:

The existence of a eligibility policy is critical, as it is where the security of our documents stands or is lost. With a good software, permissions can be set by organizational unit or user, so you don’t have to worry about your documents getting into the wrong hands. Pay special attention to managing privileges.

Task management:

It is a challenge for managers to monitor a large number of tasks, deadlines and performance. The responsibility grows with the size of the company. Why not take advantage of IT to make managerial tasks easier and choose software that supports teamwork and assignments.

Managing document types:

The more types of documents the document management software can handle, the less inconvenience your company’s employees should experience when using the system. Ask what types of documents can be handled (e.g. Word, Excel, PDF, TIF, etc.).

Unique features:

Small pluses, but everyday work is greatly facilitated and accelerated by features such as partner body and autocomplete e.g. typing an email address after a few characters will bring up the address you’re looking for.

Electronic signature:

If you do not wish to introduce an electronic signature in your company at this time, it is still worth considering the existence of an electronic signature. You don’t know how your needs will change in 1-2 years, whether you want to electronically sign your PDF or web forms.

Number of references:

The more references the company that introduces document management systems has, the more confident you can be that you will entrust document management tasks to the right company.

Guarantee:

Check if the document management system is accompanied by a guarantee of at least 1 year.

Support Team:

Check that your company has the right expertise and immediate support, and whether it’s for years to come. There may be questions and problems during operation that you may want an immediate answer and solution to. and it is important to find out how long it takes to get an answer or solution from the product support department on average, this time can be up to 20 minutes… For the success of your business, choose a company with long-term experience in document management. Don’t take any chances, your company’s success is at stake.

Taking these considerations into account can greatly help you in making your decision in the choosing the best electronic document management system for your company.

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