Types Of Document Management Software

Document management software solutions typically serve relatively basic functions, although there is a wide range of products that fall under the document management system (DMS) category.

This type of software can be used in two different ways, either locally hosted on existing infrastructure or deployed as a cloud-based service.

Most providers of this software will offer a subscription-based service, often known as a SaaS solution, with different price tiers and features for large or small businesses to choose from. Many document management tools offer free trials so that users can test the features.

Cloud-based DMS solutions store documents and other digital files in a remote location, which can easily be accessed through a web browser app or mobile device. As the solution is hosted on the service provider’s cloud service, all you need is an internet-capable device and a stable connection to access the platform. A well-known example of this is Google drive.

You also don’t have to worry about system updates or maintenance procedures since version control is handled by the service provider.

Client server-based or premise-based DMS software is normally more robust and faster when compared to the other options available on this list. This is mainly because client server-based DMS is installed on-premise and the documents are stored locally in the client’s server.

Unlike cloud-based document management, you do not necessarily need an internet connection to gain access to company files and documents.

Another advantage to client server-based or on-premise document management solutions is that you can customize the user interface according to your preference and develop complex integrations with relative ease.

Some of the main types of this form of management software include:

Content management

This is a management software system designed to facilitate the process of organizing and delivering a wide range of content to customers as well as web users. They are tailored to serve media content and documents of varying file formats.

Records management

Records management systems are designed to help businesses and organizations maintain their company records, ensuring data security, and making them easily accessible to authorized personnel. This type of document management software is often used by regulated industries, which include healthcare organizations, legal firms, and government agencies.

Document imaging

This type of management software lets you convert physical documents or paper files into electronic/digital documents. This software solution also allows you to collect and store documents as well as manage images from various sources. This is useful to companies that deal with a lot of physical documents and want to store them digitally for easier access, file sharing, and recordkeeping.

Enterprise content management

Enterprise content management solutions refer to systems that manage specific enterprise content, which include documents and files relating to the workflows, process standards, and the rules and regulations of the enterprise.

How To Choose Document Management Software

When choosing the right software for your business, it’s important to consider the features you require, what the software will be used for, the scalability that is required, and how the software will be deployed in your business.

Before you decide whether to invest in a particular service, these key factors should be considered to ensure that you’re making the right decision with your purchase:

File storage structure

File structure refers to how files are stored in the document management system (DMS). It’s important to make sure files and documents are accessible and easy to navigate through with search functionality. The structure preferred by most users is the file cabinet or cabinet-drawer-file structure, which makes finding the documents you need much easier.

Search tools available

Search functionality is important with any DMS solution. The search tools provided by your chosen platform must be comprehensive and precise enough to ensure easier and faster queries, especially when dealing with large volumes of electronic documents. A document management system that’s only capable of searching by file names may not offer enough flexibility for some businesses.

Most document management solutions available have the ability to search the content of documents and files for specific keywords. Searches may also be templated based on file types, the date on which the file was last modified, file formats, and other important criteria.

Compatibility with hardware

One of the main functions of a management software solution may be document scanning to convert physical/paper files into digital or electronic documents. This makes scanner compatibility an important factor when choosing a DMS solution. It also helps if the system is capable of modifying file formats when needed.

Document security

Like any collaboration tools, where multiple team members will have access to a certain repository along with all of its functions, data security is paramount. Your document manager should have robust security settings that effectively limit access to authorized personnel where necessary. It must provide you with permission-based or role-based access settings on sensitive documents and files stored in the system.

Through role-based access controls (RBAC), only individuals with the appropriate credentials can open, view, and modify documents. You may also disable or limit file sharing on specific documents in the system.

Software integrations

Third-party integration has become an integral aspect of most software solutions, not just document management. When choosing document management software, you should consider its capability to integrate with third-party applications. This is valuable if you already have an existing suite of different collaboration tools and software solutions, including your email service, CRM, and ERP systems.

Mobile optimization and accessibility

When it comes to collaboration tools like your DMS solution, accessibility is crucial. You have to make sure when you share and collaborate on projects, all team members will have easy access to all the documents and files they need to complete tasks. This means having the ability to view, modify, and store documents remotely whenever necessary.

This feature is built into the majority of cloud-based DMS solutions. It is also why the majority of businesses and organizations that use DMS platforms prefer those that offer cloud storage for efficiency and mobile apps for easy access to the product’s modules. This will enable employees to open, share, and edit documents remotely.

User-friendly interface

Ease of use is another important aspect to consider. Look for advanced search features and multiple file-sharing options. For instance, some products allow you to share documents with external users, such as clients and contractors. Other important considerations include mobile access, document-capturing options, training requirements, and reporting capability.

Document Management Software Benefits

Document management solutions can help your business effectively store, manage, and collaborate on the documents stored on the platform. The following are some of the main benefits of using the right document management software for your day-to-day operations:

Centralized document management

Centralized document management is the core function of this type of software. It is designed to help streamline your document management process. With this software solution, you can safely store and manage documents in one platform and ensure that important documents are organized.

Enhanced collaboration

The core functions of DMS allow team members to share and collaborate more efficiently and cohesively. The modules typically offered by the management software can be accessed by users at the same time.

They will also be able to review documents and modify their contents while the system gives real-time updates to everyone involved with the project. This effectively cuts down the forwarding time as users don’t have to do a file share every time they make changes to the documents.

The DMS solution also keeps multiple versions of a document for future reference, in addition to the most recent one. This will provide users with valuable information as to the modifications that have been made to the file, when it was modified, and which user/device made the changes.

Faster document retrieval

Having all the relevant documents your business needs in one easy-to-use and locatable platform makes finding the document you need easier than more conventional methods. As the documents are stored in intuitive folders and areas of the platform, all staff can access the documents whenever they need to, increasing productivity and work efficiency.

With a document management software tool, the search function streamlines not just the finding process but the archiving as well. Searches can be done quicker by simply using keywords or keyphrases to look for specific documents in your database.

Document management software helps businesses organize, share, update, track, and effectively collaborate on different business processes by storing all relevant documentation in one easy-to-use platform.

Common Features of Document Management Software