Printing documents can be expensive and time-consuming when you factor in the cost of the printer and its maintenance, paper, and ink or toner cartridges. What’s more, the space required for document storage could be considerable. With document management software, you can save both space and money without adversely affecting your business.
Document management software gives you the tools to organize, edit and distribute the important paperwork sitting in your file cabinets. The best programs help you quickly scan documents, import electronic files and folders into a central location and distribute important documents in standardized formats. A document tracking system looks similar to a physical file cabinet, but the software version allows keyword and full-text search so you can find documents in seconds, rather than minutes or hours. These and other features make document management software a perfect way to organize your business, cut costs and save time.
Whether you just want to better organize your home office or you need a long-term solution for your small business, the software we reviewed offers powerful and simple document control at an affordable price. M-Files DMS, PaperPort Professional 14 and DocPoint Personal Edition give you all the features you need to effectively manage your important documents. Electronic document management should not be a chore, and these products make it as intuitive and easy as possible. For more information and ideas on becoming a paperless office, see our articles about digital document management software.
When determining which document management software is best for you, the most import thing to consider is whether it can organize all your important files. The tools available should let you edit and adjust your documents and also revert to previous versions. The interface should be familiar enough for you to grasp with little or no training regardless of your computer skill level. As we reviewed each software package, we rated them according to the following criteria:
In this section we considered features for scanning documents and storing digital files, such as document creation templates and multi-user access. Document templates or scanning profiles make file imports consistent and hassle free.
The program you choose should seamlessly convert paper and electronic documents to PDF files for better distribution and collaboration. Tools for tracking a document's workflow ensure proper procedures and processes are followed. The product should include multiple levels of security to deny access to sensitive documents without proper permissions, as well as cloud storage and data backup for extra protection.
Search tools are equally important. If a program can read your files and scanned documents, you can run a full-text search. The best products create metadata tags to help you organize your documents and find relevant files later. If you forget the name of a specific contract or form, search tools will help you find it.
Document management systems help you organize your business documents and files in digital file cabinets. In our reviews, we noted whether these file cabinets integrate with common word processors and email programs. We also checked mobile capabilities, which enable you to send and receive files using your smartphone or tablet.
Help & Support
Even the best and most bug-free software can occasionally give you problems. You need to count on the developer to help you in a timely and efficient way. Therefore, we look for developers who are available by email, phone and live chat.
Using these rating criteria, you'll be able to find the best document management software for your business. Making the transition to a paperless office requires a few changes in the way your business functions, but it will save you time, energy and expense. These programs set you on the path to fully integrated digital document tracking.
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