10 Important Features Required in a Document Management System

We have witnessed uncountable surveys that suggest how reputed companies and their employees tend to spend a lot of their productive hours searching for a particular piece of information or data. Thanks to document management systems these days, we have access to several features that are aimed at improving our productivity and helping us make the best out of our time. 

But what would a document management software be? Document management software is basically a system that we can use in order to store, manage, and organize all organizational documents. They ensure that an organization is able to store, preserve, define, index, update, and explore the produced documents and knowledge. 

However, with the implementation of the latest technologies in document management systems and related fields, there are numerous softwares that offer plenty of possibilities for users. Well, it goes without saying that there are several features a document management software must have, such as hassle-free document sharing, version control, document security, and collaboration, among others. 

So, without any further ado, let’s have a look at the top document management software features, without which your DMS is not worth it. 

10 Most Important Features Your DMS Must Have!

Document Search

This got to be the very first on the list of the most important features your document management system must provide. As the document management system ensures organized storage of documents, document search is one such feature that allows your employees to search through all the stored documents. 

File Locking

We just can’t afford to miss security features in a document, as it prevents users from making alterations to a locked file until and unless the owner of the document allows access to it. This way, you can ensure that you are preventing two employees of your company from making changes to the same file. 

Drag and Drop Features 

One of the most common features of document management systems is to allow employees to directly drag and drop files from one folder to another folder. It certainly is a time-efficient utility. 

Versioning 

Versioning marks yet another crucial function of a document management system, as it allows users to store all the previous file versions, gain access to them whenever they want, compare them, and revert to an older version if and when required. 

Sharing Documents

A top document management system coming from one of the top document storage companies in India provides users the ability to share any file or folder with their team inside the organization. This ensures effective business collaboration. In addition to this, users will have the ability to rate each document on a predefined scale. 

Linking Documents

Want to establish a connection between several documents? You can do that easily with the document-linking ability offered to you by document management systems. This way, you can gain access to one document from another without any hassle. 

Defining Document Access

Not all employees in your company should always be able to make edits to all the documents present in the organization. That’s why you need to define who has access to the folders and the files along with the editing rights allowing you to define who can modify certain files and documents. 

Integrated Viewing and Editing

A leading document management system will provide you with an integrated viewing and editing option. This will allow the user to view, edit, or save a particular document from within the software. Hence, you won’t be wasting time opening another window or downloading them. 

Web Access

In this era, governed by technology, users must have access to their documents from anywhere. A document management system based on the web carries the potential to provide seamless, fast, and easy access to files and folders, which is extremely important in this era of the internet. Web access includes features such as document file sharing, cloud storage, and mobile access. 

Notifications Upon Editions

What could be better than a document management system that sends you a notification every time a document is created or modified in the system? Moreover, users will have the ability to send notifications about updates related to any file or folder with the help of this document management system. 

These are the top features you need to ensure in your document management system. Dox and Box is the leading document management solutions provider in India, offering a range of services curated in accordance with your business needs and requirements. Get in touch with them today to get your hands on the top audit document management services.