Any software a company uses should serve the needs of the organization, and not the other way around. Is your document management software demanding and requiring more than ought? Consider this list of ways that document software should work for you and evaluate where your system stands.
A quality document management system manages far more than just your documents. While you can retrieve any necessary file when and where you choose, your platform is also able to integrate with communications, platforms, and projects across your organization. If your document management software doesn’t sync with all your other information platforms, you aren’t getting the service you need. Look for content services that provide automation, integration, and communication guarantees.
These days, it’s more common than not that employees work regularly away from the office. Whether this takes the form of site-visits, overseas trips, or working from home, you need everyone on the same page. With this in mind, designers create document management software to connect your whole team, regardless of location. If you find that an out-of-office staff member is also out of touch, your software needs reconsideration.
Simply put, if software is difficult to use, it doesn’t stand a chance. Your team needs tools that ease their processes, and document management software does just that. If your staff isn’t using the system you have, take a closer look. Is it slow, unintuitive, or difficult to use? If so, under-utilized software makes complete sense. Determine if the problem is the software itself or the way it has been implemented. Either way, consider ways to make the system work for you (and not vice versa).
One of the greatest benefits of document management software is its ability to secure all of your essential documents and files without inconveniencing you with security procedures. Quality document systems are designed to give each user unique credentials that give him or her complete access to the files they need, when and where they need them. At the same time, all data is encrypted and protected from an external breach. Additionally, locating your files in electronic space means that they are safe from physical risk (theft or natural disaster) as well. If your document management system is either difficult to access or too open and available, it’s time to reconsider your options.
Designers intend document management software to work for their users, easing business procedures in every way possible. In short, the system works for you. If you find that your system requires more of you and complicates your business, it’s time to reevaluate your system and platform. MaxxVault would love to walk you through the process of choosing the best software for your needs and will walk with you through the implementation process. Contact us today for more information.