The ideal document management software should include a variety of features that will increase efficiency and productivity. The software should be simple to use and let users navigate it without requiring extensive training.
A good document management system can assist businesses in organizing files and folders using systematic naming conventions and indexing. This makes it easier for employees to find documents and prevents errors due to inconsistent naming. It should also include an extensive search feature that allows users to locate files using keywords metadata, file types or even full-text within a document. A good document management solution will also allow for version control and allow users to monitor changes made to a file and revert back to earlier versions.
The ability to design approval workflows is another important consideration when choosing the right software for document management. This assures that documents are checked by the right people and then signed prior to being filed or distributed. The software must be mobile-friendly which allows users to access their files from any location or device.
Cost is another aspect to consider. The most expensive document management software typically have the most advanced features, including workflow automation or task management capabilities. However it is possible to find a less expensive document management solution that still provides high-quality functionality. OnlyOffice DocSpace, for example is a free solution that can be used on any device.