6 Features Your Document Management System Must Have

By Kaya Ismail September 30, 2016 Articles and Editorials

A document management system (DMS) should – first and foremost – manage your documents. But a genuinely valuable DMS will do so much more.

In this rapidly evolving world of technology, businesses need to be as agile as possible in order to keep up with the competition, and in order to meet the demands of their customers and clients.

So, what features should a stellar document management software have?

1. Powerful Search Functionality

There’s not much point digitizing your filing system if it just makes it harder to find documents. In fact, a DMS should – almost by definition – decrease the time wasted retrieving information.

eFileCabinet utilizes a powerful search function that can find any document from any device very, very quickly. Plus, the search tool extends to words within documents, so you can find a file even if you forgot what you named it.

2. File Versioning

Accidentally overwriting files with older versions is easily done. With file versioning, you can keep a draft version in addition to a new version, so you’ll never lose any information.

Plus, it prevents you from mislabeling files and ensures that you’re using the most recent version of each document. eFileCabinet facilitates all this.

3. Mobile Readiness

Accessing all your data without leaving your desk is great. But being able to access it from anywhere in the world with an internet connection? That’s even better.

Thankfully, eFileCabinet provides free iOS and Android apps so that lets you do exactly that.

4. Role-based User Permissions

Large organizations have lots of employees and lots of data. Sometimes, some of that data needs to be protected by restricted access so only a select few employees can see it.

With eFileCabinet, users can be created with different permissions to account for what they can and cannot view within the system.

5. Secure File Sharing

Quick and easy sharing should also be part of the package.

SecureDrawer, which is built into eFileCabinet, provides a secure sharing portal which allows you to share data with just a few simple clicks, all with the same high-level security and encryption found elsewhere within eFileCabinet. Say goodbye to email attachments.

6. Useful Integrations

Your business almost certainly makes use of existing software to produce documents, manage client relationships, and so forth. So, when you bring a DMS into the mix, you want it to work with your existing system, not against it.

eFileCabinet meets this requirement by integrating with popular software such as Salesforce and Microsoft Office.

Ticking All the Boxes

If you’re evaluating document management systems for your company, be sure to check that your chosen platform ticks all the boxes above before you reach for your wallet.

Long story short, EfileCabinet makes work life and life in general easier.

To learn more about eFileCabinet, check out their website. Or, check out our entire set of articles from our eFileCabinet Featured Week.

Kaya Ismail

Kaya Ismail Author

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