The requirement of the document management system varies from one business to another depending on the industry and the task they carry on. The most common key components that the
document management software should have are listed below,
Indexing: All the information regarding the documents should be properly indexed. Things such as creation date, file format, last update, author of the file, size, and things regarding the file should be indexed. Adding these details will help with the organizational requirements. Indexing can be done manually but fetching data automatically from the document will make the process easier and error-free.
Importing: The documents that should be managed should be fed to the
document management software. There are several ways to do so. In case of the paper documents the common way to import them into the system is by scanning the document and converting it into a digital document. In case, the document is an image then converting it into a searchable document is important. The files that are already digital can be fed into the system easily with the save as option.
Storage: Different documents have different life-cycle. Some documents are required to be stored for a lifetime and some will be updated from time to time. Therefore the
document management software should have adequate storage space. Also, it is important to note that with the growth of the business, the number of projects will be increased and so the documents. Therefore, it is important to choose software that provides good storage in the cloud. Storing in the cloud has the advantage of accessing from any location and helps the file from not getting lost.
Retrieval: The retrieval process should be simple. When searching for a file, getting the exact file is what a business requires. Therefore having a system that has a combination of criteria for search is the best option to get the exact document in minutes. Along with the file name making use of the index as the search criteria will provide effective results for retrieval.
Security and compliance: The
document management software should be completely secured as it deals with the most sensitive documents of the business. The access should be limited and with good security mechanisms. The system should comply with details such as when the document is created, imported, stored, updated, and removed. Every single detail of any document should be saved in the database to ensure security. This will help the business to overcome document theft and helps to track in case of theft or any mishaps. In the case of most sensitive documents, access should be limited to less number of people. The software should allow the user to set priorities and accessibilities for each document.