7 Key Features of an Electronic Document Storage System
Effectively managing huge volumes of digital records is not easy. Effective management of digital records requires an electronic document management system. The right electronic document management system can make this task less daunting than it would otherwise be. However, you need to exercise caution when selecting an electronic document storage system since not all storage systems are right for your needs. Your ideal electronic storage system should at least have the following key features.
1. Security
At a time when data security threats are becoming prevalent, you will need a system that guarantees the security of your digital records. Your company records are the lifeline of your business. They contain company secrets that give you a competitive edge in the marketplace. Should these records leak out due to a poorly-secured storage system, the damage to your business could be irreparable. A properly secured system should feature multiple layers of protection to ensure the security of your documents.
2. Controlled Communication
For the effective running of your operations, collaboration and interaction with documents are vital. The document management system you decide to use should support your ability to communicate with business partners and with your employees as well. To facilitate this interaction, your system should feature functions such as the ability to provide feedback, post comments and also allow open discussions with the relevant personnel and entities.
3. Sharing Capabilities
A document storage system should make it easy to share documents with approved personnel and partners. It makes no sense to have documents that cannot be accessed whenever needed. An electronic document storage system should feature an enabling infrastructure that makes it convenient and hassle-free to access stored documents. The system should feature functions such as the ability to grant or revoke access to various types of documents at the touch of a button.
4. Seamless Document Processing
Immediately a new document is entered, your system should be able to index and store it appropriately. This improves filing accuracy besides saving you time. Your system should be able to automatically process your documents in an organized and logical manner. The system should also be able to allow the extraction and indexing of data from scanned paper documents.
5. Previewing Capabilities
Having the option to preview documents saves you the agony of going through volumes of files in an attempt to get the one you need. A preview function gives you a snapshot of a document and helps you to browse through numerous records without having to open each one of them. An ideal electronic document management system should, therefore, facilitate a quick preview of each document.
6. Automated Reporting
Automatic reporting is one of the key features of electronic storage systems. Having information whenever you need it is crucial when making informed decisions. Changing business circumstances require quick actionable data that is generated in real time. An effective storage system should, therefore, support automated reporting and alert you whenever certain documents are accessed.
7. Simple to Manage
The last thing you want is to have an electronic storage system that is so complex that no one can manage it. While the behind-the-scenes operations may be complex, the user interface (UI) should be easy enough for the relevant personnel to easily upload, share and delete documents.
Investing in an electronic document storage system is as good due to its ability to protect the stored documents while at the same time providing secure access to approved personnel. While investing in an electronic document storage system is highly recommended, ensure that the one you spend your money on enhances and supports your business operations. Avoid any system that falls short of these basic features.