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- How to Choose the Right Document Management Software - December 17, 2010
Being an entrepreneur can put a strain on the amount of time that you have for doing the things you want to do. The last thing you have time for is going through the process of filing and finding documents. You also do not need the added expense of paying someone to do all of your filing for you. Not to mention, who wants to keep up with all of those annoying files in the first place?
It is because of all of these reasons that document management software was created in the first place. Of course, just knowing that the software exists does not help you to understand which one is the best for your growing company. There are a few different brands out there all telling you that they will meet all of your document management needs. If you are willing to invest just a little bit of time on research, it is possible to find the exact software that you have been looking for and you can get on with your life.
Look into Efficiency
One of the main reasons why you are likely investing your time and money into document software is because you are looking to save some time out of your day. The only way you will be able to accomplish this is if the software you install has the ability to provide a good workflow. Workflow is the ability to find and access information in a streamlined manner. It includes going through the security phases in order to gain access to the documents as well as the procedures for finding the document.
Look into Hosting
The right software will allow you to host your information where you want it to be hosted. You will be able to choose between hosting the information locally on your own system, in a managed system or on your system but allowing access from anywhere. Many prefer to allow another company to host the information for them because of the added layers of security. Others believe that allowing anyone else to have possession of secured documents is a security risk. If you do decide to host your documents, it is highly important that you encrypt your files properly.
Look into Ease of Use
The software will not be very efficient if you cannot figure out how to use it. Test out the software yourself by uploading a few documents to it. If you have any employees, ask them to test out the software. If you do not have an employee, ask your spouse or a friend to test it out. If someone else finds it easy to use without any instructions, you may want to choose the software. It is important that you are not tempted to install the cheapest one no matter how low your budget is. Lower grade software can be riddled with problems or it simply will not meet your needs. Tally your list of demands first and choose based on price last.