Content and Document Management Software Basics

Consider your options when choosing document management software (DMS)

Electronic document management software solves the problem of how to store and access the documents you and your staff need to do your work. The electronic aspect means that more and more of these files will be computer-based rather than taking up space in an overstuffed file cabinet. Newer technology means you might never have to open the file cabinet again, and that you can give any employee, in any location, access to the data he or she needs.

There are many features to consider when choosing content and document management software. Basics include the following criteria:

1. The ability of the system to work with your current applications and to compatibility of the system to the current type of file formats your office regularly produces and works with.

2. The level of expertise the system requires. Some document management applications are customizable, but you may need to have staff capable of customizing it.

3. The amount of control you have over who can access and edit documents.

Pick and choose from various document management tools

A good document management system does the heavy lifting of letting each user easily find and access the files they need. Add-ons include providing access via email or mobile devices. Other options might include: employees being able to remotely approve something by providing a digital signature, taking advantage of the scanning capabilities of your multi-function printer without having to constantly stand at the copier and the ability to export data to searchable CDs.

Find open source document management software

Open source software is software that allows users to customize the software code. This type of software is often free or lower cost than other types of software. Choose this type if your IT department is capable of taking advantage of the freedom this license allows, or if you just want to benefit from the lower price.

Choose a web-based document management for easy sharing of documents from multiple locations

Collaborate with colleagues in different locations and share documents with co-workers and even clients using an online document management system. Such systems have security options to keep your data safe from unauthorized users. This type of system is also a good choice if you don't have a computer network.

• When evaluating various document management programs, take into consideration your industry. Some programmers gear their programs toward specific industries or offer customizable options.
• External hard-drives often come with the software needed to operate them. Businesses on a low budget may find that this type of document storage works best.

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