Document management has always been a part of any office job. With the rise of technology, and more and more people working remotely, document management has become a largely digital process. Few firms and individuals still rely on physical record-keeping supporting their day-to-day operations. Not only is it incredibly unreliable, but it is also prone to theft and ruin.
The best document management software needs to store your documents securely to prevent cyber-attacks. It should have an organization system in place that suits you and enables you to locate documents with ease. Finally, it should be easy to use and save its users lots of valuable time. How many document management systems like that are there? Let’s find out!
Microsoft SharePoint Online
Though Microsoft SharePoint Online can be quite costly, it is an incredibly powerful solution. Its document management capabilities include as much personal cloud storage as you like (or as you pay for), the ability to share files securely inside and outside the organization, and document libraries with version and access control. That’s not all! You can work on a document with your colleagues at the same time, download copies of folders or documents for offline viewing, and use OneDrive and Lists.
DocuWare has been around for a while, and it remains one of the main choices for firms that are looking for a document management system. However, it failed to stay with the times and adapt to the current technology. Thus, it lacks some integrations and certain features can only be accessed through extra downloads. Nevertheless, it features some of the most important capabilities. For instance, you can edit digital documents in real-time, keep document histories to look back on, and autosave updated documents as new versions. In other words, don’t knock it till you try it! Many people find that Microsoft SharePoint Online has too many features that a small business simply doesn’t need.
Ascensio System OnlyOffice
OnlyOffice is suitable mostly for small to midsize firms. It lacks some of the features that Microsoft SharePoint Online possesses, but it makes up for it in pricing. To put it simply, this solution is more budget friendly. It still has some great features too, like CRM, an online collaboration system for team members, and a calendar. OnlyOffice is fully compatible with Microsoft Office programs. OnlyOffice presents itself as an online collaboration platform that allows you to co-author documents and work on projects with your colleagues remotely.
Hightail Business was developed specifically for professionals in the creative field. The program offers great capabilities in terms of transferring large multimedia files, like images and videos. Unless you are in that business, you won’t be able to enjoy all of its features. However, it’s worth noting that you need to pay the highest price to enjoy all of these capabilities of Hightail Business. It’s difficult to compare this tool to the ones mentioned above, as it targets a different audience. If you’re in the legal business, for example, you probably wouldn’t find the capabilities of Hightail Business very useful. Keep that in mind when choosing the right tool for you. It doesn’t matter how great the tool is if it doesn’t fit your needs.
There are plenty of other document management systems for modern staff that you could utilize in your practice. With the overwhelming number of choices, it might be difficult to find the right fit for your niche. Keep in mind that you are not looking for the best software overall, but rather the software that will be useful to you and your colleagues or employees.
Here are some things to consider when choosing your document management program:
• Storage. Is this enough storage for you? Can you buy more if needed? Think ahead and try to predict where your needs will be a year from now.
• Collaboration. Does this tool allow you to collaborate effectively with your colleagues? Think about co-authoring documents, keeping track of different versions, and approving changes.
• Price. Last, but never least. As much as we’d like to think about everything but the price, it’s often the determining factor. Can you afford this tool and is it worth the price?