It is a challenging world for businesses in this era. Technology is at the heart of every area of any business today. Every minute is highly precious. Manual processes are quickly being replaced with digitization and software to save time.
One such area is document management. Traditionally, it was a tedious and time-consuming task to store, organize, access, and share documents. Productivity always took a hit when the process required document management. The ideal solution is implementing a document management platform that ensures a smooth and effective transition from paper to digital.
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What is a Document Management Platform?
A document management system involves two processes. The first one is converting paper documents into digital form. The second process is the storage and organization of digital documents. A document management platform is software that efficiently integrates these two. Modern platforms also integrate with other techniques of the business for smoother operations. The goal is to assist stakeholders within the enterprise to quickly and easily access documents.
Features of a Document Management Platform:
As businesses get more streamlined in 2023, it is essential to implement a well-built document management system. Let us look at some salient features that will successfully enable an enterprise to cut document management time to a great degree.
● Cloud-based platform
Half the battle is lost if the platform is not cloud-based. It is essential for any stakeholder in the enterprise to be able to upload, download, or access documents quickly, regardless of the time or place. A cloud-based platform will give freedom to the employee. Space is a precious commodity. A cloud-based platform eliminates the need for space-consuming servers.
● Organized platform
It is crucial to have a well-organized platform. It has to have segments that cater to all the different functions of the business. Each uploaded document must go into its designated area. The platform must have a document tagging, categorization, and indexing system to achieve this.
● User-friendly interface
The user interface is what connects the employee with the platform. An aesthetically designed UI ensures an easy-to-use platform. This, in turn, helps increase productivity.
● Strong search options
A document management platform must have this essential feature. The amount of data on the platform grows as the enterprise grows. Searching for documents in a vast database can take time and effort. An intense search option is needed to give users access to the required document without wasting time or effort.
● Seamless integration of old and new versions
Any software must upgrade to higher versions as technology upgrades. An upgrade always means quicker and easier access than the previous version. It may also have new and improved features. However, a transition from a lower version to a higher one must mean something other than the loss of documents from the older version. The integration of data from older versions must be seamless.
● Access and permissions
Data is critical. Every enterprise will have a hierarchy of employees. The amount of data access depends on the level and the department of the employees. Some employees at high levels will have access and permission to alter data. It is critical for an administrator to be able to give or take away access and permissions through an easy administration interface.
● Document format support
A paper document can be digitized using different formats. Currently, there are many formats in use. The most common among these are PDF and Docx. As technology advances, forms are bound to change. However, these must not affect the document management system. The platform must be flexible to integrate all platforms. Even with the introduction of documents in newer formats, users should be able to access and use the documents stored in older formats.
Every enterprise depends on the security of its systems. Any data leaks can bring devastation. Every document stored on a document management platform must be protected from theft. Therefore, the platform must have the latest security software to prevent breaches. In addition, the platform’s security must comply with national and international cybersecurity laws and procedures.
Every modern enterprise relies on an efficient document management system for its success. It helps to save time and space. It also improves the efficiency of the organization. Another edge is lower costs compared with traditional methods. Therefore, the need of the hour is that every business must take advantage of the features of a well-designed document management platform to succeed in these challenging times.