How To Choose The Best Document Management Software

The Search For The Perfect Document Management Software

Are you overwhelmed by the sheer volume of documents your business handles daily? Do you find yourself struggling to locate specific files when you need them the most? 

Many businesses face these challenges, but there’s a solution: document management software. 

In this blog post, we’ll guide you through the process of choosing the best document management software for your business. 

By the end, you’ll be equipped with the knowledge to make an informed decision that could revolutionize your business operations.

Understanding Document Management Software

Definition And Importance

Document management software is a digital tool that helps businesses manage, store, and track electronic documents. 

It’s like a virtual filing cabinet that can help businesses transition to a paperless office, streamline workflows, and improve business efficiency. 

With the right document management software, you can have all your documents at your fingertips, saving you time and reducing the risk of losing important information.

A Step-by-Step Guide To Choosing The Best Document Management Software

1. Conduct Market Research

Before diving into the world of document management software, it’s crucial to conduct thorough market research. 

This will help you understand the most common and important features of document management systems, such as centralized document storage, built-in collaboration and task management, mobile functionality, and data security. 

Identifying market leaders and vetting your options will give you a solid foundation for selecting the right software for your organization.

2. Assess Your Needs

Every business has unique document management needs. 

Maybe you’re seeking a digital archive that can be updated periodically, or perhaps you need software that enables the daily creation and editing of new documents. 

You should also consider whether a locally hosted, on-premises solution or a cloud-based solution managed by your vendor partner or a third party would be more beneficial for your business.

A good document management solution is easy to implement and scale. 

The complexity of the software should match your team’s technical know-how, allowing them to store and locate documents easily. Your team should be able to share documents and collaborate within the platform, even when they are using mobile devices.

If you’re operating within heavily regulated industries, features like security protocols, access controls, and file versioning are especially important. 

Other features that enhance a document management system’s usability include metadata and tagging options, keyword searching, document editing history and restoration, automatic document retention and deletion, image scanning, optical character recognition, and customizable workflows. 

The best software can also integrate with your other business platforms.

3. Vet Your Options And Read Customer Reviews

Once you understand what you need from document management software, it’s time to vet your options. 

Ask potential software providers questions like:

• What operating systems support this software?
• Is document imaging and digitization included?
• Are there any collaboration tools, workflow automation, or project management tools?
• How many file types does the software support?
• Is there a version feature for tracking changes to documents?
• How many users can access a document at once?
• What third-party software does the system integrate with?
• What level of technical support can I expect to receive?

Additionally, reading through customer reviews can provide a more grounded understanding of each service’s pros and cons. This is where you’ll get the most authentic and holistic view of a particular software and its offerings.

4. Put Everything In Writing

Once you’ve chosen your document management software and are ready to sign a contract, make sure to read any legal documents closely and ensure everything you’ve discussed is in writing. 

This includes the features you’re getting for your money. 

Also, ensure there’s a fair exit strategy included in your contract that doesn’t threaten you with outrageous fees.

5. Reassess Performance

After you start using your document management software, it’s important to regularly test your performance with it to optimize your workflow. 

This can be done by inputting and storing documents, granting access to your team to make edits or updates to documents, and testing document security to ensure your data is safe. 

If you run into any issues, address your concerns with the software provider. If they are unable or unwilling to resolve these issues, consider terminating your contract.

How To Choose The Best Document Management Software For Your Business

Alignment With Business Benefits

When choosing document management software, it’s crucial to ensure that it aligns with your desired business benefits. 

The software should not only address your immediate business problems but also provide long-term solutions that contribute to your overall business strategy. 

For instance, if your goal is to improve operational efficiency, the software should offer features that streamline your document management processes.

Identifying Your Business Needs

Volume and Type of Documents

The first step in choosing the right document management software is to consider the volume and type of documents your business handles. 

This will help you determine the storage and access capabilities you need. 

For instance, if your business deals with a high volume of documents, you’ll need software with robust storage capabilities. 

Similarly, if you handle sensitive documents, you’ll need software with advanced security features.

Number of Users and Security Requirements

The number of users who will be using the software and the level of security required are also important factors to consider. 

If you have a large team, the best software for you will support multiple users without compromising on performance. 

Additionally, if your business deals with confidential information, the software should offer strong security features to protect your data.

Evaluating Software Features

Search and Access Controls

Look for software that offers extensive search capabilities and access controls. 

This will ensure that your documents are easily accessible and secure. 

For instance, the software should allow you to quickly locate documents using keywords, and it should also allow you to control who has access to certain documents.

Mobile Access and Integration

In today’s digital age, having mobile access to your documents is a must. 

The software should offer mobile access, allowing you to access your documents from anywhere, anytime. 

Additionally, it should integrate seamlessly with other software applications used in your business, such as your customer relationship management (CRM) tools, to enhance your workflow.

Scalability and Customization

As your business grows, your document management needs will also grow. 

Therefore, choose software that is scalable to accommodate your growing business needs. The software should also offer customization options to suit your specific requirements. 

For instance, it should allow you to create custom workflows or add custom fields to your documents.

Considering The Software Provider

Reputation and Customer Service

The reputation of the software provider and the quality of their customer service are crucial factors to consider.

A reputable provider is likely to offer high-quality software that meets your needs. Additionally, good customer service is essential for smooth operation and troubleshooting. 

Therefore, choose a provider that offers reliable customer service and technical support.

Training and Support

Implementing new software can be a daunting task, especially if your team is not tech-savvy. 

Therefore, the provider should offer comprehensive training and support to help you maximize the benefits of the software. This could include onboarding sessions, user manuals, and ongoing technical support.

Ensuring Security And Compliance

Security Features

In today’s digital world, data security is of utmost importance. 

The software should offer strong security features, including user permissions, access controls, audit trails, and encryption to protect your documents. This will ensure that your confidential information is safe from unauthorized access.

Compliance Assistance

If your business is subject to regulations such as HIPAA, GDPR, or Sarbanes-Oxley, the software should help you comply with these mandates. This could include features like automated workflows, document retention policies, and audit trails.

Opting for User-Friendly and Preconfigured Solutions

User-friendliness

The system should be user-friendly and usable for everybody in the organization to ensure rapid adoption and efficiency. 

A complex system could deter your team from using the software, negating its benefits. Therefore, choose software that is intuitive and easy to use for your team’s needs.

Preconfigured Solutions

Preconfigured solutions can reduce implementation time and offer a fast entry into office automation. 

They are based on best practices and can be easily adapted to your own requirements. This means you can hit the ground running and start reaping the benefits of document management software sooner.

Must-Haves For Every Office Automation Solution

Innovation

This is a key driver of maximizing user adoption. The software should be able to handle the most complex processes while keeping the user experience intuitive and uncomplicated. This is a must-have because it ensures the software remains relevant and useful as technology evolves.

Architecture

The solution must meet the current and future needs of your organization. This is important because it ensures the software can adapt to changes in your business needs and technology trends.

Security

A well-refined rights system for accessing documents across user groups and role levels is a critical component of any document management and workflow automation solution. This is crucial because it protects your business data from unauthorized access.

Scalability

A system should be able to grow with your business and your customers. This is a must-have because it ensures the software can accommodate your business growth without requiring a complete system overhaul.

Integration

The system you build needs to fit into an existing IT landscape and have the ability to integrate with current and future applications. This is important because it ensures seamless workflow and data flow across different business applications.

Remote and Mobile Access

Your team’s best work can happen outside of a traditional office. This is a must-have because it ensures your team can access and work on documents from anywhere, anytime, enhancing productivity and flexibility.

Document Management Software Recommendation: Quadient Impress Automate

At Lineage, we understand the challenges businesses face when it comes to managing documents. That’s why we’re committed to helping you find the ideal document management workflow solution that meets your unique needs.

Quadient Impress Automate is a document management software that many of our clients have found success with. It’s ideal for businesses that need to improve things such as:

• Delivering timely customer communication in both physical and digital form
• Ending the manual sorting of documents and continuous stress over using the right mailing materials
• Removing any doubt and risk relating to the security of client data

We like to introduce customers to this software first because it’s easy to implement, works well across hybrid teams, and is scalable for both physical and digital mail. It also ensures regulatory compliance while improving employee engagement and productivity. We see the results replicated with clients across industries and business sizes, results that lead to optimized costs that save time and money.

Revolutionize Your Business With Lineage

Choosing the right document management software can revolutionize your business operations, improving efficiency, security, and productivity. 

If you would like to know more about how the Impress Automate software works, or you’re ready to take the first step towards a more efficient and secure document management process, send us a message here or give us a call. We’re by our phones and ready to help!