7 Things You Should Look For In Document Management Systems

Paperwork is something messy that no one wants to hear about. With document management, this becomes a foreign concept, as your papers suddenly become digital fingerprints on your computer. Of course, with the convenience of such a system, you have certain disadvantages that different systems take an approach to mitigating. Some of them are more efficient, and others provide a very innovative way of resolving issues often seen with users of their software.

But which one are you going to pick? There are many out there and they’re all hollering, saying that they have a one-stop solution for you.

Jim True, VP of Product Management at Cabinet, teaches us what to ask ourselves when looking for document management systems (DMS):

  • How much can it scan? Is it a system that can scan only 20-30 pages a day? Determine the volume of paperwork your business processes and choose accordingly. Higher volumes (over 50 pages a day) require automated systems.
  • Can you import your stuff quickly? If you’re going to choose a DMS, you might already have something implemented that makes you at least partially paperless. Would the new DMS handle the volume of things you have to import into it? If you already have a DMS and have outgrown it, you certainly need to get one that can handle higher volumes of data.
  • How’s the creation process? Can you create documents within the DMS, or do you have to move them manually from a storage device onto the platform? These are things to think about when you’ll be using the system daily.
  • How does the DMS let you search documents? Searching for a document can be a nightmare or a cinch depending on the system’s hierarchical structure. There are three ways systems provide search functionality: You can search by browsing an index, by inputting a title/keyword, or by inputting something that can be found within the document’s body. It’s important to have one or more of these methods, but it’s most important to have the one that works best with your operations.
  • Does it have competent integrated security? There are a ton of regulations (PCI, HIPAA, SOX, ISO, etc.) that require you to maintain user information and documents in a highly secure environment. You no longer have physical filing cabinets that you can lock. Does the DMS have a way to protect the privacy of individuals that documents pertain to?
  • Does it work with what you have? If you have a CRM solution or some kind of payment processing application, you have to make sure that the DMS works with it if you don’t want to spend all day transferring documents and inputting data. Check what DMS solution works with what you’ve got at this moment. It’s really important for your convenience and for the sake of your business’ efficiency.
  • Can it follow your protocols for document processing? If you must continually train employees on how to process documents, your DMS isn’t doing all it could for you. Find a DMS that can automate all of this so that your employees make less mistakes and operate more efficiently.

In many cases, you can get a demo of a product you’re looking for. Don’t hesitate to accept this from any company you can. It will help you determine whether this will be the permanent solution for you. Remember that you don’t want to have to purchase one solution. If you find out you don’t like it, go ahead and purchase another!


About Miguel Leiva-Gomez

Miguel Leiva-Gomez is the owner of The Tech Guy, a blog that presents futuristic and current news about technology with a light touch of humor, catering to the average consumer and prospective investor. Miguel has been working with computers and gadgets for more than a decade, working together with people to help them solve their problems and breaking down complex concepts into simple bite-sized pieces that the average Joe can chew.

  • Fuensanta Martínez

    Thanks for the recommendations. I find your article very interesting and how they exhibit.

    There are many document managers that meet all these points, as Nuxeo, Alfresco or OpenKM.

    The latter is the one I use because it has multiple features and because it is an open source system.

    You can access here for more information: http://www.openkm.com