How to Choose a Document Management System

October 15, 2020 | Advanced Office

Document management systems are so helpful to businesses of every size that the number of them has grown significantly in the last few years. With so many systems on the market, it can be hard to choose just the right one that will keep your business running and your documents a faster part of the workflow. Here are a few things to look for when you're choosing your document management system.


The document management system you choose may work very well for your business right now, but what happens if your business expands? Will it work as well then? Some systems are less than scalable and others scale very well no matter how large your business gets. It's always best to choose a system that scales well in case you add employees and new devices. The system should also have some advanced features that can be used later as you expand. If you choose a system that can't grow along with your company, you will eventually have to change to different software.

The Security of the System

One of the main points of getting this software is that it offers more layers of security to your documents. For those who are in industries that come with a high degree of data security required, it's a great way to keep the company's documents safe and away from anyone who shouldn't see them. The software you choose should put a heavy emphasis on security. There should also be a disaster recovery plan in case there is a breach of your data. There are several steps a document management system can take to help you get back to work after there has been a data disaster. Being able to include only certain workers on sensitive documents is also helpful for security. 

Ease of Use

If you have a document management system that is hard to use and overly complex, workers will avoid using it. To get smoother workflows and to cut down on document retrieval and editing time, everyone in the office should be using the same system. It should be easy to access files, manage them, and to navigate the system. A system that is easy to learn is the best type to ensure complete compliance from all the workers in your business.


With several different departments using the same document management system, it should be easy for them to collaborate across the system. There should be several ways for employees to collaborate with each other through the system. Live editing done in real-time is one such helpful feature. Another is the inclusion of tools for file sharing. When workers can collaborate quickly and easily through the system, they are far more likely to do so. This saves time and productivity for your company.

If your business could use a better document management system, contact us now to find out more about what we have to offer. We have a state-of-the-art system that can help to keep your workflows flowing smoothly.