Document management software features

As you evaluate different document management software packages, keep in mind that your choice should be based on your business needs, not technology. If you focus solely on the technology, you may wind up with a flashy solution that your employees won’t use because it’s too much of a change and doesn’t fit your business processes.

To make comparisons, it’s always best to get live demonstrations. Whether it’s face-to-face or online, a live demo will allow the vendor to show their strong points while also allowing you to ask questions.

How to evaluate document management software
The most important aspect to consider is ease of use. If creating, filing, and finding documents isn’t easy and intuitive, your employees will resist using the system and your ROI will decrease. It’s not unheard of for companies to spend tens of thousands of dollars on document management systems, only to have employees refuse to adopt it.

Make sure you get a chance to see the software in action – it’s the only way to really judge ease of use. Many applications use familiar metaphors – file cabinets, folders, and paperclips, for example – so even the least computer-savvy employees can catch on quickly. Also look for a balance between an uncluttered interface – one that doesn’t distract you with too many buttons or options – and the ability to get common tasks done quickly, without having to click through too many screens.

Other general attributes to consider:

• Architecture – Many companies today prefer non-proprietary systems: in document management, this means that the system should store your documents in their original formats and run on a range of hardware.

• Customizability – Because their function is so central to your everyday operations, the system you choose should be customizable to match your business processes.
In many cases, the supplier will be able to integrate the system into the applications you use today, making use of the system almost transparent.
• Scalability – The system needs to be able to grow with you – both in terms of how many users it supports and how many documents it can handle.
• Modularity – In the best-case scenario, you’ll be able to buy only the functionality you need at first, and add more as you expand your use of the system.

There are also more specific document management software features you’ll need to investigate:

• Security – The more granular the security options, the better: security rules may be applicable to the entire system, per cabinet, per folder, per document, or even to specific sections of documents. Systems that rely on Windows logins alone are not considered very secure.
• Searching – Is it easy and logical? Can you easily call up all related docs – all W2’s, for example, or all docs with a certain customer number?
• Compliance – Auditing features can track activity by user and by machine. In some industries, you’ll need to prove that documents are unaltered.
• Access – Some systems require client software on each computer that will access the system; others only require a web browser. Make sure to consider your remote users.
• Workflow – Document management software can automate approval processes, editors, and other document routing. Extensive workflow rules can be a distinguishing factor between small to mid-sized solutions and true enterprise-level systems.
• Compatibility – Microsoft Office integration allows you to check-in and check-out documents while working in Word, Excel, and PowerPoint. E-mail integration allows you to send direct links and share native documents with remote customer. And some systems allow you to generate PDF versions of your documents.
• Open Source – Some businesses prefer open source software, as it can offer a more adaptable, cost-effective alternative to proprietary systems.