The Best Document Management Software of 2023
With the ever-growing trend of going paperless, document Management software can offer an alternative solution to paper-based documentation by collecting all of your digital files into one central location. Access to files becomes simple, easy, and secure, and your work life will be simplified by the many benefits that Document Management Software can offer. From increased security and compliance, to the ability to easily streamline tasks, organize workflows, or save multitudes of storage space, you’ll do better business by using one of the best document management software of 2023!
Comparison of Document Management Software
Adobe Document Cloud
|Third-Party Cloud Storage|
|External System Integrations|
|Document Import Tools|
Save Storage Space and Improve Collaboration
On top of saving paper and helping businesses go green, DMS software also frees up valuable space in your office. Get rid of the filing cabinets and the costs associated with them – you can now digitize all of your paper documents and clear out storage rooms to create more space for your employees, or reduce the amount of office space that you need to rent out, significantly reducing company costs. Plus, along with saved space, you’ll also enjoy easier collaboration. Bring together digital files from multiple locations and sources in one repository that is accessible by everyone. You’ll also avoid unnecessary work and reduce duplication by having everyone work with one centralized document.
Approve, Sign, and Share Documents Easily
Documents are meant to be shared – whether with clients, customers, or even just other employees. So it makes sense to use a tool that makes document sharing as efficient as possible. Streamlining the communication process has huge benefits, the most obvious of which is speeding up contract approval. Plus, tracking communication helps speed along the process and reduce errors along the way.
Document software also ensures the routing of documents to the right individual for completion or approval, which is extremely important and saves a company a ton of time. Plus, by using non-editable file types like PDF, you prevent unapproved changes from being made and disrupting the process.
Better Security and Compliance
Security is a top concern for many businesses. When deciding on which document management system to use, you’ll need to consider possible compliance or legal issues faced by your business, as well as the permission capabilities you’ll need. The more advanced the security features, the more stable your company will remain in the event of future changes to your security needs. Plus, for higher risk industries like finance and banking or government and legal, you’ll want to have access to advanced features such as audit trails, enterprise authentication tools, integration with a device management system, and file retention.
Plus, when dealing with patient or customer information, compliance and security are major factors. Many document management systems offer features to prevent users from sharing files with external users who should not have access to them, or saving them to an external device.
Organization, Efficiency, and Integration
Organizing content intuitively can greatly enhance efficiency and make tasks easier for your employees. When information is displayed in a simple way, and offers easier methods for tracking etc., it increases productivity significantly. Automation tools can help make your life easier when it comes to workflow and integration with other business systems. Plus, certain features, like the ability to perform optical character recognition (OCR) on scanned documents for instance, and produce output files based on the document content is extremely beneficial.
Many document management software tools also offer mobile apps, ideally for both Android and iOS. This is a huge perk, since employees can have mobile access regardless of their location or device. During your selection process, you should ensure the mobile version has important features like document editing and creation, as well as file sharing, the ability to view and sign documents, and even the ability to scan photos of forms and then fill them out on your device. Microsoft SharePoint Online has a mobile user interface (UI) that’s easy to use and includes an option to switch between desktop and mobile to open documents, upload files, and add folders. Adobe Document Cloud Standard also has easy to use mobile apps for Android, iOS, and Windows tablets and phones.
Compatibility and Customer Support
Compatibility is another important issue. You have to consider things like browser compatibility, API support, and file formats. You’ll also likely want to do a do a document audit to determine which file formats your employees use most often, and note custom software that your business uses regularly to ensure the system you choose is compatible with all of these things. If you need to consolidate to standard file formats, such as PDF, then make sure that the system you end up choosing can handle these files in terms of storage, routing, e-signatures and password protection.
Finally, there is Customer Support, which can make or break any business. A document management system will help your customer support staff work more efficiently, resulting in a faster response time to customer inquiries, easier document sharing when a customer is requesting a document copy, and streamlined scheduling so that tasks and workflows can be organized and assigned to the appropriate individual, and both sides can easily track the status and come to a solution that is acceptable for everyone.
An alternative solution to your document management needs is PDFelement, which can help you edit, protect, and archive your PDF documents in order to streamline your company’s workflow and increase efficiency. If you want to learn more, just visit PDFelement here.
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