Your choice to use an electronic document solution is an easy one. After all, EDMS will define document storage in the future, and you want to ensure that your company is relevant. Choosing which document software to use is a different matter. The market is full of options, ranging from free online file sharing to expensive, package-based programs. It’s important to realize that not all enterprise document storage solutions are equal. Here are some key questions to ask to help you find the right document solution for your needs.
First, you must clarify the goals of your document storage. If you’re simply looking for a place to keep electronic documents in case you need them, your needs are minimal. It won’t be hard to find a good fit. On the other hand, if you are looking for high-quality encryption, automated indexing for quick searches, and the ability to grow, your needs are more specific and your software really matters. Before you go searching through enterprise document storage solutions, define what services you’re looking for.
Secondly, look at your users. Many electronic document service providers base at least some of their pricing on the number of accounts you require. Each user receives unique credentials which grant them access to the files they require, according to permissions set by the company. If you are a small organization with minimal outside collaboration, your user numbers will be small. Alternatively, if your organization regularly gives clients, contractors, and outside advisors access to your documents, your user requirements will be higher. Also, consider asking about options for temporary usernames and passwords if your business requires approval and signatures from outside parties.
Finally, look at the movement and life cycles of your documents. If the majority of your files are user-specific and rarely pass between users, you are primarily in need of a system that stores and indexes your documents for future use. However, if your business uses a collaborative process that includes creating, editing, approving, and storing files throughout a department or team, look for a wider range of functions. Enterprise document storage solutions are capable of a vast number of useful and specific forms of document handling. Clarifying the systematic ways you use documents assists you in finding the right software for your needs.
Just like any major purchase, enterprise document storage solutions require research and expert advice. If your company is in the market for excellent document management software, consider reaching out to MaxxVault. With a wide range of document services and a history of stellar customer service, we can walk you through finding the perfect document solution for your needs.