Basic Must-Have Features of Document Management Systems

Businesses of today are facing more challenges than ever before. With technology having such a great influence on nearly every part of modern business, organizations often struggle with how to best get through the workday. Good thing there’s document management software.

Document management software is a computer-based system that helps people store and keep track of digital documents. Although this is the most basic function of the software, some products are built with functionality in mind through the following features:

Web Access

As employees need to download and upload documents from time to time, cloud access is critical. Although web-based document management systems are now becoming the standard in the industry, many options out there still don’t come with a web integration feature, and these products must be avoided.

Smart Organization

Document management can be problematic, particularly for expanding enterprises. The larger a company grows, the bigger its document organization needs become. When choosing a document management system, organizational hierarchy is one of the most critical features that must be considered. A smart system of categorizing, tagging, and rating files, makes it easier for you to find what you need.

User-friendly Interface

Your staff will be using your document management system from day to day, so you’ll want to make sure that the user interface is easy to use in the first place. In fact, if it’s too complicated, productivity can actually suffer because of delays related to users having to sort out the system before being able to do what they have to. If your document management system is hard to understand, the transition itself can take longer than necessary.


Everyone has gone through the experience where reverting to a prior document can’t be done, and the sole option available is to start from scratch. Good document management systems save all versions of a document after it has been uploaded, which means you can go back to its history before any crucial changes were effected, and save what may otherwise become a worthless file.


If you have many employees, it can sometimes be hard to keep the entire community in check. Permissions are a must in such a situation, allowing you to choose people who can delete or make changes to specific files. Good document management software provides administrators full control in terms of assigning permissions, as a way to ensure that all files or the system as a whole is protected from unauthorized use.

Full Compatibility

Everybody knows how fast file formats have evolved over the years, and continue to evolve in the present. It is not worth investing in document management software that has limited adaptability. The more formats the software supports, the better.

When looking for document management software, go for a product that provides all of the above features, plus a few other abilities that suit your specific needs. Only then can you make the system completely useful.
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