Tell Me More: Intelligent Document Management Features

As you evaluate different intelligent document management systems, 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 of their intelligent document management solution while also allowing you to ask questions.

How to evaluate intelligent document management software
The most important aspect to consider in your search is ease of use. If it isn’t easy and intuitive to create, file, and find documents, your employees will resist using it regardless of how “intelligent” the system is. More importantly, your ROI will decrease.

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 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 intelligent document management systems that are non-proprietary, storing documents in their original formats and running 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 the way you work.
• 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.
• 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.
• 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?
• Workflow – The ability to automate approval processes and document routing is a distinguishing factor between small to mid-sized solutions and true enterprise-level intelligent document systems.

Ready to buy intelligent document management system?
Once you gauge which features best benefit your business, it’s time to start comparing different intelligent document management solutions. Submit a free request for document management system quotes, and BuyerZone will match you to multiple vendors who will outline the features critical to your business and put you on the path to streamlined organization.