What are the essentials of a Document Management System?

Subject to the nature of the business, management of its documents can differ. Thus, a Document Management System should have certain features in order to harmonize processes as per below:

1. Enhanced Security Features
   

   In the process of digital transformation, safety and security of business-critical documents have always been a priority in a business. These documents will usually be stored in various locations and have different levels of accessibility: by department, by user or even by hierarchy. A Document Management System with a security feature that can be fully integrated with your organisation's Active Directory & LDAP without hassle is a must have, as it ensures your documents are protected from any external threats.

2. Extensive File Type Support
   

   Documents frequently come in a range of distinct file types, notably when it involves different business units. Hence, a Document Management System platform must be compatible with all various file types such as text files, raster images files, page layout files, data files, web documents audio file, vector image files etc. Flexibility is key when it comes to streamlining your business processes.

3. Powerful Search & Retrieve
   

   Your Document Management System should allow for easy use and access to documents. Apart from a basic search, it should also allow for a more thorough and advanced search, permitting you to set specific and complex text searches with multiple matches, phrases, ranges and grouping.

4. Audit Trail for Tracking
   

   Your Document Management System should contain auditing and tracking features as its crucial for efficient management of documents and ensuring only changes that are permitted, are made to your files. A detailed audit trail should be kept of a document from the moment it enters the Document Management System throughout its lifetime. Every new version and every metadata change must be recorded.

5. Document Versioning
   

   A Document Management System should allow you to keep up to date with all information on updated versions of documents that has been worked on. Thus, making it easier to track changes and enabling you to restore previous versions and swiftly allowing you to see who has adjusted the files.

6. Ease of use
   

   Simplicity is key and your Document Management System should be easy for your team to use and to adapt to.

If you need advice on how to choose the right Document Management System for your business contact sales@ubunye.com for a free consultation!