Document management uses a computer system and software to manage, track, and store electronic images and documents instead of using a paper-based system. Document management solutions can range in scope and size; you can get a small standalone system or a more extensive system for an enterprise. Many of these solutions will provide a way to incorporate physical document filing electronically. Some of these features include storage location, access control, audit control, version control, and document lockdown.
Why Does Your SMB Need Document Management?
There are numerous reasons why small and medium-sized businesses (SMBs) could benefit from a document management solution. With paperless document management solutions, SMBs can streamline their operations, reduce errors, and save time. Document management solutions can also increase your company’s security by adding an extra layer of safety as a backup in case disaster hits. Because document management reduces your need for paper documents, SMBs will have less clutter and demand for equipment like cabinets, which can help save money for smaller office spaces.
A document management solution can benefit your company as a whole. Because these systems reduce your need for clutter, it adds an organizational flow to your company that everyone can follow, boosting productivity and efficiency. This paperless process helps give you peace of mind and, more importantly, allows SMBs to scale as needed. Having everything in a single system allows growth to be more fluid and saves you hours of work in the future. You may think you can manage a paper system by hand with no problem, but this won’t always be the case in the future. You will likely need a better system as your business grows and converting now will simplify the process later down the line. As soon as you convert, you can also ensure that you don’t lose access or have essential documents be damaged since you no longer have to worry about hard copies.
What Features Should Your SMB’s Document Management Solution Include?
Before choosing a document management solution, it’s important to assess your needs, as not every system will be the right fit for your industry, needs, or budget.
Security: The first feature you want to look for is security. You don’t want to have all your documents stored digitally and then suffer a data breach. Your document management solution should place a high emphasis on protecting your confidential information. Modern businesses should already have a security plan in place, which should be extended to your digitized files. Security is especially important if you are in a highly regulated industry, such as the medical or financial industry.
Usability: Whatever document solutions you choose must be easy to use. Ensuring that your employees understand your new system easily is essential because it reduces any downtime that comes with a transition. It’s important that you and your employees can manage, access, and navigate files as needed. If your business doesn’t have the resources or manpower available, then consider a web-based system instead of an in-house solution.
Collaboration: Most modern businesses have multiple departments that would benefit from a document management solution, which leaves your business needing collaboration features. Some of these features include file-sharing tools, real-time live editing, and the ability to restrict users’ access to some documents.
Version Control: You always want to make sure you have access to the latest version of your documents. Often, you’ll run into the problem where a co-worker deletes a document you need. With a version control feature, you won’t have to worry about rewriting your work. Instead, you can save time and won’t need to worry because your document management solution can retrieve your document when need be. Also, having a check-in/check-out system can allow you to see who last edited the content and reduce errors.
Scalability and Other Advanced Features: It’s important to pay attention to your company’s current needs as well as features that you eventually want to implement once you expand your business. Choosing a system that will grow with your business is an excellent investment because it keeps you from having to make an expensive update at a later date.
How to Select a Vendor
Before selecting a vendor, it’s essential to do your homework to make sure you have a list of the features you want. You want to choose a vendor that has experience. Every organization can benefit from a document management system, but it’s important to note that every business also handles documents differently. For example, those in the healthcare or legal sectors will need to comply with specific regulations and compliances, so it’s necessary to choose a vendor that understands your industry and the challenges you may face.
Avoid vendors that will offer a cutting-edge solution that benefits just any type of organization. Instead, you need a vendor that will adapt to your needs and have some scalable infrastructure that aligns with your business.
When selecting a vendor, you want to treat vendors as potential partners you will be working with for the foreseeable future. It’s critical to keep them current on any updates within your business and make sure that you provide the necessary information.
Vendors should have different available support options. When you choose a cloud-enabled system, you can outsource some maintenance and support when you get stuck and need help. The vendor should have a proven track record for support and be prepared to offer a service level agreement that makes their obligation clear when it comes to answering support requests within a specific timeframe. Because security is one of your top features, you also want to work with a vendor that prioritizes this and makes sure that it’s their number one priority to protect your data.
Lastly, it’s vital that you get different quotes from different vendors. You should keep in mind that in the early stages, most pricing is just going to be an estimate. Your initial requirements can be good enough to get an estimate but not enough to settle on a final price. Once you have narrowed down your vendor list, you can sign up for a demo and take a better look at pricing models for your specific needs.
Get your small business on track today with document management. To learn more about solutions for your Philadelphia-based SMB, contact KDI Office Technology today.