Paper is a needless expense. Printer maintenance, ink and storage space consume time and money. Fortunately, you can make significant cuts to these costs without making major changes to your business.
Document management software gives you the tools to organize, edit and distribute the important contracts and proposal that sit in your filing cabinets. The best document control software helps you quickly scan papers, import existing files and folders into a central location and distribute important documents in standardized formats. A document tracking system looks similar to a physical filing cabinet, but in the software, keyword and full-text search allows you to 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 printing and storage costs, and reduce wasted materials and time.
M-Files DMS, PaperPort Professional 14 and DocPoint Personal Edition give you all the features you need to effectively manage your important documents. Also, our articles about digital document management software will give you extra information and ideas about becoming a paperless office. Whether you want to get your home office under control or need a long-term solution for your small business, the software we reviewed offers powerful and simple document control at an affordable price. Electronic document management should not be a chore, and these products make it as intuitive and easy as possible.
When determining which document management software is best for you, the most import thing to consider is whether it will be able to organize all of your important files. The tools available should allow you to edit and adjust your documents, but you also need the ability to revert to previous versions. The software's interface should be familiar enough for computer users of any skill level to use with little or no training. As we reviewed each software package, we rated them according to the following criteria:
In this section we looked at the features each product has to help you scan documents and store the digital files. The best software includes document templates or scanning profiles that make importing documents consistent and hassle free.
The document storage program should be able to seamlessly convert paper and electronic documents to PDF files for better distribution and collaboration. In addition, the best document management software includes tools for tracking a document's workflow to ensure that proper procedures and processes are followed. The product should also include multiple levels of security so that prying eyes don't access sensitive documents without the proper permissions. The best digital document software includes cloud storage and data backup to give you extra protection.
Search tools are of equal importance. If a program can read your files and scanned documents, you can run a full-text search. The best document management software will also create metadata tags to help organize your documents and find relevant files later. If you cannot remember the name of a specific contract or form, search tools will help you find what you are looking for.
Document management systems help you organize your business documents and files in digital filing cabinets. However, if these digital filing cabinets cannot work with your existing software and programs, you will have no reason to use it. Our document management software reviews show if the programs integrate with common word processors and email programs. We also checked mobile possibilities, so you can send or receive files with your smartphone or tablet.
Help & Support
Even the best and most bug-free software can occasionally give you problems. In this category we rate how easy it is to get help from the manufacturer.
Using these rating criteria, you'll be able to find the best document management software for your business. If your office can become a paperless office, you'll save time, energy and expense with few changes to how your business functions. Document management programs cater to office organization and distribution, and with one, you'll have a fully integrated digital document tracker in no time.
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