How do you know a product is the best document management software? The answer is pretty simple. Although every business is unique, a short list of considerations works across all industries. Begin by listing your specific needs and analyzing how a product would interact with existing security products. To ensure it’s the best product for your employees, experiment with the user interface, and make sure the developer offers training options.
The first and most important step in any new acquisition is internal analysis. Determine exactly what your business needs. The best document management software for you will be different from other businesses, which is why official lists and reviews have limited value. Just because a piece of software rates highly for someone else doesn’t mean it fits your requirements. Consider what kind of documents you need to manage, what sources generate the most new information, and how many employees need regular access to this material.
The best document management software allows easy access and seamless utility. Most of that stems from the primary screen. Dashboards are popular right now, but they aren’t the only way clever developers make things easier for users. Examine sample screens clearly. Pose lots of questions to sales reps to see if you can guess what different tabs or menus lead to. If your initial guesses are mostly accurate, then the software features intuitive design. Go beyond the primary screen, though, and show samples to the end-users. How will the layout impact workflow for employees who will use this system the most?
A unique piece of software will have unique demands, and no matter how intuitive the design may be, it will have features you aren’t familiar with. To ensure that you really get the most out of your new system, choose a vendor that offers a variety of training materials. These should go beyond a single PDF file or pamphlet. Look for twenty-first-century options. Is there a practice program, or a built-in practice mode so employees can learn the system without jeopardizing data? Are there video tutorials? Look for training options similar to other courses that have worked for your business in the past.
Although this is our last point, it should be one of your very first considerations. Cybersecurity is a constant concern for every industry, and threats will only continue to grow in the future. Whenever you consider new software, especially document management software, make sure it will fit your existing security plan. Consult with your security experts before you even begin shopping. Find out if there are any technical concerns about new software and the potential risks you’ll face during implementation. During the actual shopping process, discuss how new documents enter the system and how the software keeps documents safe.
The best document management software faces many pressures, and it’s important to take your time when you’re shopping around for a new program. Remember, the sign of excellent software is often a helpful developer. Take advantage of trial periods, demos, and free software to make sure you really have the best document management software.