What The Blueprint looks for in a great document management software
Each software option must meet a few basic criteria to be considered a top choice.
Sensitive information and confidential documents are par for the course with data storage, so every option must be secure. Each software option should be encrypted and have other security options such as assigned permissions, password-protected links, two-factor authentication, etc.
2. Multiple authors
Collaboration is one of main reasons for using document management software. Since files are shared among teams and companies, they must have editing abilities to match.
3. Software integration
A document management system is unsuitable if it can’t be integrated with your existing software. A good system fits into the day-to-day of your workforce and makes your life easier, not harder.
How your business can benefit from using document management software
Going digital comes with plenty of benefits that staying offline simply can’t provide.
1. Document history
History reporting shows you who accessed files, when they opened them, and what was changed. Looking at revision history protects original data while logs provide user accountability.
2. Streamlined security
With paper files, you risk something being misplaced, stolen, mishandled. Digital files have encrypted security and are much easier to access by those with the right credentials while being hidden from other users.
Whether it is a proposal, a contract, or a flyer, if multiple people need to touch a file at some point, it’s going to be faster via digital workflows than any other method. With all necessary authors having access in one place, tasks can be completed efficiently.
Does it cost anything to implement?
As with many other systems, the answer depends on which software you choose. With free, open-source options, you can use systems as cheap as $5/month per user, up to systems that cost hundreds of dollars a month. It all depends on your needs.
Is it safe to manage files digitally?
As long as you follow document management best practices, It’s probably safer in a digital sphere than a physical one, thanks to SSL, encryption, and other security measures. And you can be more purposeful about who has access to content in a cloud-based system.
You’ll have a learning curve with any new system. Still, document management solutions fit into daily operational life with minimal disruption. Most integrate directly with existing software solutions, so you have little to learn.