You may work with numerous documents on a daily basis. While it’s necessary, it can quickly become overwhelming and distract you from other activities. You need high-quality document management software to handle this administrative duty. However, you shouldn’t integrate with just any software. Your solution should have several key features to optimize your business.

What to Look For in Document Management Software

It’s hard to stay on top of paperwork, whether it involves compliance or customer correspondence. Fortunately, a document management program turns this tedious task into a breeze. Here are the features your software should have:

Cloud Functionality

Your system should have cloud access to enable your team members to use documents from various devices. It also reduces the risk associated with data deletion or theft. Additionally, cloud-based platforms have permissions that restrict access to a select group.

Robust Document Control

Document control features enable your team to communicate changes surrounding complex products. This especially applies to companies that manufacture a lot of products. If you’re one of them, you work with all sorts of documents, such as procurement requests and invoices. Reliable document control features can help you recognize and resolve communication setbacks when amending your paperwork.

Input From Various Sources

When looking for document management software, make sure the platform allows you to introduce documents from various sources. These include emails, scanners, bulk uploads, and applications.

If you want to integrate the system with an essential source from your organization, you should determine if it blends in with your workflow seamlessly. For instance, can you make any adjustments to speed up email uploads? Likewise, can your accounts receivable team perform invoice payments with just a few clicks, or does the process require more legwork?

Reliable Security

Another feature you should look for in your system is high security. This simplifies compliance and makes your business less susceptible to hackers.

Make sure your document management platform has the following security features:

  • At-rest and in-transit encryption
  • Role-based access support
  • Revision indexing
  • In-depth audit trails

How to Implement Your Document Management Software

You may find the most advanced document management platform, but you can make it even better through correct implementation:

  • Provide team members with licenses.
  • Prepare current documents for conversion by sorting them.
  • Assign privileges and add roles.
  • Define an organization structure with tags, categories, names, etc.
  • Train employees.

Say Goodbye to Piles of Paperwork

There’s no need to rack your brains with endless piles of paperwork anymore. Just find a streamlined document management platform, and this tedious task will be history.

Are you ready to transition to a robust document management system? Contact Golden Gate Office Solutions today to learn more about this technology and what it can do for your San Francisco organization.