Choosing an Online Document Management System (DMS) with Workflow Automation: 3 Key Considerations

 

In today's digital world, businesses of all sizes are embracing online Document Management Systems (DMS) with workflow automation to streamline document handling, boost collaboration, and improve efficiency. But with a vast array of DMS solutions available, selecting the right one for your organization can feel overwhelming. Here are the top 3 factors to prioritize when choosing an online DMS with workflow automation:

1. Storage Capacity and Scalability:

• Storage Needs Assessment: Conduct a thorough analysis of your current document volume, including both physical and electronic documents. Consider all types of files you plan to store in the DMS, from contracts and invoices to presentations and marketing materials.
• Future-Proofing for Growth: Factor in your organization's projected growth over time. Choose a DMS provider offering scalable storage options that can adapt to your expanding document repository. Many vendors provide flexible plans that allow you to increase or decrease storage capacity as needed.

2. User Management and Accessibility:

• Concurrent User Licensing: Determine the ideal number of users who will require simultaneous access to the DMS. Look for a DMS that utilizes a concurrent user licensing model, allowing you to pay only for the number of users accessing the system at any given time. This ensures cost-effectiveness while accommodating peak usage periods.
• Remote Access and Collaboration: Consider your workforce's geographic distribution. If your organization has multiple locations or remote employees, prioritize a DMS that offers seamless remote access and collaboration features. Look for solutions that enable secure document sharing and real-time document editing from anywhere.

3. Workflow Automation Capabilities:

• Streamlined Workflows: Identify your key document-driven processes that could benefit from automation. Look for a DMS that integrates seamlessly with workflow automation tools. This allows you to automate repetitive tasks like document routing, approvals, and notifications, freeing your team to focus on higher-value activities.
• Customization and Flexibility: Ensure the DMS offers customizable workflows that can be tailored to your specific business processes. The ability to define user roles, set approval chains, and automate document actions is crucial for streamlining your workflows efficiently.

Beyond these core considerations, explore additional features:

• Security and Compliance: Prioritize a DMS that offers robust security features, including encryption, access controls, and audit trails to ensure the confidentiality and integrity of your sensitive documents.
• Optical Character Recognition (OCR): This technology allows the DMS to extract text from scanned documents, enabling full-text search capabilities for easier document retrieval.
• Integration with Existing Systems: Consider the importance of integrating your DMS with your existing business applications like email, accounting software, or CRM systems. This fosters a more unified workflow experience and reduces data silos.

Choosing the Perfect DMS Partner:

Selecting the right online DMS with workflow automation is an investment in your organization's productivity and information security. Don't hesitate to seek guidance from experienced DMS vendors who can understand your unique needs and recommend a solution that perfectly aligns with your business goals.

Ready to Streamline Your Document Management and Workflows?

Contact us today to discuss your specific requirements and discover how our online DMS solution, ShareDocs Enterpriser, can empower your organization to achieve new levels of efficiency and collaboration.