Selecting,Document,Management, technology Selecting a Document Management Solution for your business
Active shredder safety technology for the small office. Shreds 15sheets per pass into 5/32" x 1-1/2" cross-cut particles (Security Level3). Patented SafeSense® Technology stops shredding when hands touch thepaper opening. Designated shredde The electronic cigarette is not new. People who buy electronic cigarette knows that this product has been in the market for years now. Despite some sectors apparently trying to shoot the product down from the shelves, the popularity of elect
Last week, we discussed documents management solutions in general, briefly delving into their functions and how they can help businesses integrate, organise, manage and retrieve all their digital and paper documents in a secure environment with ease.We also looked briefly at KYOCERA’s flagship document management solutions, that is, Laserfiche and Cloud SmartFax.In this follow-up post, we outline the key features to consider when selecting a document management solution for your business.Ease of useEase of use is crucial for any business planning to purchase a document solution. The solution must provide graphical user-friendly interfaces that make it easy to achieve quantified objectives with effectiveness, efficiency and satisfaction in a quantified context of use.Self-hosted or cloud-hostedBefore buying a document management solution, it is important to understand the difference between self-hosted and cloud-hosted solutions, as this will have cost implications for your business.For example, unlike cloud hosting where you pay a monthly fee for each user, self-hosting attracts a one-time cost that is based, in part, on the number of users. There is an initial fee for the solution and a licence fee for each user. In addition, some service providers charge an installation fee.File cabinet structure and Search capabilitiesAs the volume of documents within an organisation increases, it becomes harder to quickly find documents on demand. As a result, having a solution with a virtual file cabinet structure and keyword-based search capabilities will go a long way in improving productivity and efficiency for staff members.Collaboration toolsAny document management solution without collaboration tools is not complete. Collaboration is the bedrock of effective teamwork across functional boundaries, time zones or even beyond organisational borders and is becoming an ever more critical determinant of success.It is therefore very important to ensure that the document solution provides such functionalities to enable seamless document sharing between staff and various departments.Security measuresSecurity is a crucial component in every software application that enables document sharing among its users. Document management solutions must provide security mechanisms that restrict access to certain sensitive and confidential documents.The solution must also have the capability to monitor the use of information and keep track of when changes are made to a document.IntegrationIntegration is key in document solutions. The ability to integrate with third-party applications like ERP, CRM and GIS helps to save time and resources by combining the information and functionality from other business proprietary applications.Workflow abilitiesWorkflow automation is another time saving feature to look out for in document solutions. Staff members are more productive when performing simple activities such as file renaming and emailing document changes. This is made possible by its rule-based workflow functionalities. Article Tags: Document Management Solution, Document Management, Management Solution, Management Solutions
Selecting,Document,Management,