What to look for in the document management services offered
is a complex task which involves an ever growing volume and size of
documents in an organization. Organizing, storing, and retrieving are
not going to be that easy without the use of proper software. Document
management services are offered by many companies who have excellent
products in this domain. Before you choose a document management service
or a company or a product, there are some features that you need to
check whether they are available in that service.
Any time, any where and any format is the concept around which most of the document management tasks go in this era. So, the service you choose should enable you to use the software from any location in the world and at any time you want, provided you have the right authentication for access to the service. For this the document management application has to be web enabled.
Online document management service is offered by many companies who are in the document management domain. With such a service, all the documents are stored in a centralized server and you can access it anytime online. A search feature to search document based on any search phrase should be available. If the document you search does not contain any text, then you should be able to key in tags related to that file while you upload it to the server. This tag would enable you to locate that file faster while searching. Proper indexing should be done.
User access should be controlled through an administrator who can give privileges to different user groups to have access to different features or documents in the network or server. Documents should be securely stored. Conversion of documents from one format to another to enable portability would be an added feature to look out for.
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