Features You Need To Consider in a Document Management Application.
Cost cutting or cost management is one of the crucial strategic decisions that every organization considers nowadays. A very good way to reduce cost is to shift from real employees to virtual employees who work from home but then what about document security? Are official documents safe with remote staff? Here are a few things that you need to consider before implementing a document management application:
Ensure that your document management application supports online access, best if you can get a SaaS (Software as a Service) document management application. Such applications are low on cost, require zero maintenance and allow access from anywhere through internet. Most SaaS document management applications require you to pay a low monthly subscription fees and are easy to work with. So rather than letting important official documents saved in employees’ computer you can safely store them in the cloud with no risk of intrusion.
The document management application you use should have administrative rights. The system should have the feature that let administrators restrict access to documents to specific people. Documents and files may be stored in a single place but access and editing rights should be selective. Surely not everyone in your organization needs to know about everything! Moreover this feature also addresses security issues such as unauthorized access. So if you really care for the security of your documents then you should have a document management application that allows restricted access and features administrative rights.
Ease of use is another vital point to consider while deciding on a document management application. What good is an application that is supposed to speed up performance if no one is able to understand it? The application should have a familiar GUI (Graphical User Interface) and performing functions and daily tasks should be easy and simple, in one word it should be user friendly.
Perhaps the biggest challenge when working with remote offices is collaboration, make sure your document management application addresses this problem. As you cannot just call remote employees in your conference room whenever you need, you require a system that will ensure a smooth flow of information. The right application will help you collaborate with remote teams effortlessly, ensure easy uploading and sharing of files and information and will keep track of all documents and files throughout their entire lifecycle.
The document management application should have strong security measures, right from logging in till you log out and even beyond that. Strong password encryption, data protection and regular back up of all data are some key points that you need to consider.
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