The current world is completely digitalized and people prefer to store data only in the digital medium. When the company needs to store them in papers it is a hard task to do them. To make the process easier and to be smarter the right option would be the Document Management Software since they help to easily manage, store and track the documents. Even though there is much software available in the market you can seek help form TechImply and get the best software from professional and well-trained professionals in the team.
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DOCUMENT MANAGEMENT SYSTEMCENTRALIZATION - For security reasons, no one can access without admin permission. It is one common place to store documents and access them. Doc manager will take care of your document security & safe.FIND DOCUMENT - The document list will come will document details, location, date, author, etc. You can find your document within seconds or minutes. Easy Search: To find documents, just need to like keyboards and many more feat Read More... View Profile
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What is document management software?
In very simple words, document management software is the one that helps you organize manage all the digital documents under one roof. You need to plan different aisles for different documents. It could all be done in this one single place.
It manages, stores, tracks, and keeps safe all the e-document that arrives at your institution. It has been designed in a way that it finds complete compatibility with the document management task.
Due to the introduction of the DMS (Document Management Software), the use of papers has been reduced to a great extent as everything is now managed digitally and electronically.
It is a cloud-based business solution that stores all the files on the cloud. And as all the document management task is done by the computer, your employees get more time to indulge in other tasks.
There are no issues with the safety and security of the documents of your organization. Everything that your store on the DMS cloud stays safe there. You can lock the files which can only be opened using the respective passwords.
No matter what the size of your business is, you can always count on the document management software as it comes for small, standalone, and for large enterprises as well. So, start your document management with the easy use of DMS.
If you want to establish a healthy and successful business, managing the documents in the right way is extremely important. The papers must reach the right person at the defined time. For all these purposes, DMS plays a major role.
It allows multiple users to access the same file from different places and the beneficial part is, you can access it anytime from anywhere using the password.
The use of document management software cuts the money invested in the manual management of the papers. It also reduces the cost of papers as maximum documents could now be stored virtually.
There are a lot of features that the document management software offers you for a smooth-running of your document department. Some of the most gazed among these include-
Audit trail- This feature sounds interesting and it is so. During the traveling process of a document, i.e., when it goes from one user to another and several changes are made, the DMS keeps a record of it. In simpler terms it means, DMS keeps a track of the user name date, time, and the changes made to a document throughout the time it stays in your software. So, you can track the history anytime and take respective actions.
Document storage- This is the most basic feature of document management software. You can store your files and documents on the software without any hassle. It provides you enough space on both the models- cloud-based or on-premise. It is advised to keep the documents in one vault for easy retrieval and insight.
Document security: The DMS business solution provides your documents the needed security and safety. You can fix the passwords and role-based files. So, only a particular employee can open the particular document. Also, you can restrict the IP addresses so that they cannot be accessed by anyone on the internet. These are some of the most beneficial features of document management software.
Bulk document upload: Running a business is not easy. You get to manage documents in bulk most of the time. When it comes to uploading and keeping it safe, doing this one by one becomes really hectic. The DMS allows you to upload bulk documents all at once. So, this way you save a lot of time and effort.
Mobile version: Most document management software also offers you a mobile application. So, you need not always go to your personal computer to log in to the software. You can do this task with the ease of your mobile phone.
So, these are some of the most important features offered by the document management software.
Is buying document management software enough? Absolutely not. You need to follow the basic and the right path in order to get your hands on the right one. It can be sometimes quite confusing about how to decide which software is the right one for your business model? To help you out and make your task easy, here are some tried-and-trusted steps that you can follow-
It’s the time you need to call your team for this major business decision. As you are planning this software for your employees, it is important to know their viewpoints in order to better understand their needs. So, all those employees who will be ultimately using the features of DMS software must be invited to the discussion. Different viewpoints lead to better decisions.
Make sure you have a proper acknowledgment of all the lagging points in terms of document management before you finalize the software. Whether it’s the bulk uploading issues, the human errors, security of the documents, etc. Every pothole must be looked after and noticed.
After knowing the backdrops, you will be able to better understand the need of your employees and the company. So, the next step is to write down all the requirements that your team is mentioning one by one.
Now, you need to fix the budget as it is the deciding factor. Consult your financial team and decide how much are you capable of investing in the document management software. Make sure the budget is not too heavy or low compared to the other needs of your company.
Now it is time to surf the market for the available options. Do not leave any stone unturned in this process in order to grab all the options that can be helpful for you. You can take assistance from different platforms that suggest the best options.
Feedbacks and reviews play a vital part here. When you enlist some of the good options you have, reach out to the feedbacks of each one of these. It gives you the ground reality of the software and its working. So, you may find your ideal software and get rid of the wrong investment.
After all, shortlist the options you have. Keep the most beneficial options among the various choices you have made. Keep all the needs and requirements in your mind before shortlisting. There may be some additional features that you do not really require. So, cut them off to keep the choice under budget.
Compatibility of your employees is very essential. So, ask your employees if they find it compatible enough to work with the software you have shortlisted.
The one you find the most suitable must include a demo session. The ones with the demo will let you know if you can work with the particular software or not. So, go for the one with the demo feature.
The aforementioned are the processes that lead to flinging DMS software. But what are the components that you need to look for in the DMS while finalizing your type? These may include:
Features- The number of features that your chosen software is able to serve plays a very significant role. It is not important to collect the maximum possible features but the important features. As per your needs, you must see if the software is able to fulfill your topmost requirements. If yes, go for the one.
Centre file storage: Look for the one that provides you the feature of central file storage. This is essential as it helps you have an insight into the file anytime when needed. You can retrieve your files instantly without any problem.
Safety: The level of security provided by the particular DMS software is essential to consider. As it is very important to keep all the files safe and secure, the software must have a strong security system including locks and passwords.
Budget: Budget plays the central role in making any major investment. Sometimes even your needs and requirements may revolve around your budget. So, make sure you plan a perfect partner under your budget.
Futuristic use: Have you planned to buy the software for a couple of years or just for a few months and a year? Obviously for the long-term. To go along with particular software, it is extremely important for the company to provide regular updates. So, go for the one whose brand is ready to provide you all the needed updates from time to time.
Compatibility: The compatibility of your employees is essential for the software to run smoothly. They are the ones who are going to use and if they do not find it compatible enough, there’s no point in buying the software.
Mobile version: Nowadays, it has become important to have multiple platforms for any software. As it is not always necessary that when needed, you will be with your PC or the professional laptop. So, the movie version of the DMC is very important to access the files from anywhere anytime.
Storage: DMS software provides you the platform to save your files safely. The amount of storage provided plays an important role. Analyze the need of your office and then decide if the offered storage space is enough or not.
Bugs management: The software brand must be ready to work on any and all the bugs that might occur during the use of the software. So, beforehand, you need to check on its pros and cons and then decide if or not you are up for it.
Document management software has brought major benefits for the companies using them. If you are new to this software and are keen to know more about the benefits it serves, here are some points-
Reduction of papers: The eco-friendly fact about the DMS software is it reduces the use of papers in your company. While it cannot be completely deducted but it reduces to a great extent. All the files that were earlier managed by manual tasks included a lot of paperwork. All these could now be substituted by the digital papers where the software manages all such tasks.
Safe and secure data management: Managing files and documents online becomes quite easier. There’s no threat to natural harm to the papers like moisture or any such issues. You can keep them safe in your online vault with proper passwords. It is only accessible by the permitted persons and you can also restrict certain IP addresses. So, there’s no serious threat to the safety of the files.
Time-effective software: As there is no manual management involved anymore in the document department, the employees there save a lot of time that could be invested in other tasks. You just need to check and manage the files on your PC or mobile phone. You need not invest physically. And as it is way faster in performance when compared to human labor, it saves a lot of time. So, in a way, it helps you grow your business with more involvement in other tasks.
Easy retrieval of documents: You can store the documents anywhere you want on the DMS software. If you prefer to store them in one vault, it becomes very easy to retrieve the files anytime you want. You can also have a quick insight as per your requirements
More space in the office: As the files will now be stored on the DMS software, you get more space in your office. You need not arrange large and big shelves for the files. Very little paper works will be done. So, you can manage your office space accordingly and assign those spaces for other works.
Search freedom: Searching for a file manually was a bit tedious as you had to remember and search accordingly. You need to put stickers on respective shelves. But with the document management software, you can search for a file with just a few clicks. Just type the file name and it is right in front of your eyes.
So, these are some of the most sought-after benefits of using DMS software.
The market is full of a number of options when it comes to DMS software. To help you find the best ones, here are a few of the leading document management software systems.
Document management system software: One of the leading DMS Software in the country. It provides you a free demo and all the features essential for document management. It has a great security system that can be accessed only by the admin and the permitted members.
Paperlez: This is a DMS software that intends at reducing the paperwork at your office. The brand provides you free demo sessions.
HRAPP: It is the country’s first HR software that has AI capability. It includes the job of document management as well. You get a free demo session as well.
GreytHR: one of the leading HR software that includes the task of document management. You get a free demo session and amazing features that handle all the tasks of the HR department including document management.
Document management software streamlines the process of document management and helps you implement the best practices for managing your official/personal documents. It also minimizes the time and costs involved in tracing lost documents. If you want to secure your digital files, you should consider investing in document management software immediately.
Maintain White Labelling:
If you want to make your document more professional and authentic, you have to select suitable logos, themes, and colors. Generally, the white labeling has been supported by the document management software, which enables to look and feel of your brand.
Able To Access Latest Versions Of Documents:
Due to the omissions or rectifications of errors, the single document can be reflected in multiple versions. Therefore, the document management software alerts every user to utilize the latest versions for avoiding this kind of error in your document.
Bulk Uploading features:
Uploading your documents one by one is a time-consuming process; therefore, you have to prefer the document management software for uploading the bulk documents simultaneously within a few minutes.
Edit The Pdf Document Easily:
Generally, you cannot able to edit the PDF document easily, make use of the document management software features for adding customizations, text, textbox, and notes. Without changing the whole document, the small typing errors can be rectified in the PDF document itself.
Audit-Trail Enabling Feature:
While storing your record files or documents in the document management software, you can also include the date and time, name of the documents, edited files, etc. The documents are arranged according to the date wisely.
Different Types Of Document Management Software:
Different types of software with specific functions and usage are included in the document management software. Small business owners have to prefer this document management software for handling the organizations and physical documents. Let see the types of software:
Web-Based Software:
This kind of document management software is running through the internet. You can access the web-based document management software at an effective cost for your business. The data or documents stored in this software can able to access anywhere in the world.
Cloud-based Packages:
For a small business, the best cloud-based document management systems are available with enough security. For using cloud-based software, you have to pay the subscription fee yearly or monthly. The data can be stored in the host’s server instead of saving in the users’ server.
When choosing document management software, it's important to consider its ability to integrate and extend other line-of-business systems, so that content can be available across a range of business applications.
Consideration also needs to be given to how users will interact with the system. Different people want to work in different ways — on mobile devices, via web browsers, or directly from the desktop.
Document management software is considered as an electronic filing cabinet used to track electronic documents store, success, edit, images and manage. The software can be working with scanners for converting the paper files into digital. The file or document can be fetched quickly with the help of search engines. Generally, most of the important documents are saved in your organization, which can be stored, manages, preserves, and secures with the help of the document management system. It also helps you to fling and uploading various documents.
The document management software provides facilities like editing, searching, editing, and accessing the documents. Let see some of the detailed information about this software:
Use Of Document Management Software:
The document management software is definitely for the handling the human resources, files of clients, emails, data, forms, files of clients, charts, figures, finance, etc. the physical storage and the time needed for managing the documents can be reduced with the help of this software.
Due to improper handling of the files or documents, most of the small businesses face a lot of problems in their career. Starting from the incorporation papers to endless transactions, the company has to manage a wide variety of documents inside the organization. Let see the uses of Electronic DMS software in business:
Many of the different applications are included in the document management software. However, you have to consider some of the key factors before going to install the document management software.
Working Of Document Management Software:
The small business owners have to prefer the document management software for organizing and simplifying the work. The functions of DMS are mentioned below:
Features Included In The Document Management Software:
Maintain White Labelling:
If you want to make your document more professional and authentic, you have to select suitable logos, themes, and colors. Generally, the white labeling has been supported by the document management software, which enables to look and feel of your brand.
Able To Access Latest Versions Of Documents:
Due to the omissions or rectifications of errors, the single document can be reflected in multiple versions. Therefore, the document management software alerts every user to utilize the latest versions for avoiding this kind of error in your document.
Bulk Uploading features:
Uploading your documents one by one is a time-consuming process; therefore, you have to prefer the document management software for uploading the bulk documents simultaneously within a few minutes.
Edit The Pdf Document Easily:
Generally, you cannot able to edit the PDF document easily, make use of the document management software features for adding customizations, text, textbox, and notes. Without changing the whole document, the small typing errors can be rectified in the PDF document itself.
Audit-Trail Enabling Feature:
While storing your record files or documents in the document management software, you can also include the date and time, name of the documents, edited files, etc. The documents are arranged according to the date wisely.
Different Types Of Document Management Software:
Different types of software with specific functions and usage are included in the document management software. The small business owners have to prefer this document management software for handling the organizations and physical documents. Let see the types of software:
Web-Based Software:
This kind of document management software is running through the internet. You can access the web-based document management software with an effective cost for your business. The data or documents stored in this software can able to access anywhere in the world.
Cloud-based Packages:
For a small business, the best cloud-based document management systems are available with enough security. For using the cloud-based software, you have to pay the subscription fee yearly or monthly. The data can be stored in the host’s server instead of saving in the users’ server.
Make use of this information, if you want to know about the uses of document management software. Thus, there all the important features you have to be considered while installing this software for your business.
