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Basic Must-Have Features of Document Management Systems

Businesses these days are encountering more challenges than they ever did before. With technology having such a great influence on nearly every part of modern business, organizations often struggle with how to best get through the workday. Good thing there’s document management software.

Document management software is a computer-based system that helps people store and keep track of digital documents. Although this is the most basic function of the software, some products are built with functionality in mind through the following features:

Internet Access
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With employees having to upload and download documents anytime and anywhere, cloud access is an absolute must. Although web-based document management systems are now becoming the standard in the industry, many options out there still don’t come with a web integration feature, and these products must be avoided.
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Smart Organization

Handing many documents can be difficult, especially for expanding businesses. The bigger the company grows, the more extensive its document organization needs become. Organizational hierarchy is among the most crucial features to consider when deciding on a document management software solution. A smart filing system will help you find what you need with greater efficiency.

User-friendly Interface

Your will use your document management system on an everyday basis, so make sure the user interface is user-friendly to begin with. If it’s too complicated, productivity may actually decrease because of the delays that result from users having to decipher the system before they can perform the tasks at hand. With a document management system that is too difficult to understand, the transition process itself can take much longer than usual.


Everybody has been in a scenario where going back to a prior document is impossible, making it necessary to start from scratch. Good document management software saves each version of a document as it is uploaded, and allows you to go over its history before significant changes were made, as well as save what could be an otherwise useless file.


If you have a large staff, it can be difficult to monitor the entire community. Permissions are a must in such a situation, allowing you to choose people who can delete or make changes to specific files. Good document management software gives administrators total control when it comes to assigning permissions in order to protect the files and the system itself from unauthorized users.

Total Compatibility

Everybody knows how fast file formats have evolved over the years, and continue to evolve in the present. Limited adaptability makes any document management system not worth the investment. The more formats the software supports, the better.

When searching for a good document management software solution, pick a product that will give you all the features mentioned above, plus a few others which are custom-built for your company’s specific needs. This is how the system becomes truly useful.