Whether it will be your first time to invest in a document management system or you are looking to upgrade the software you already have, it is vital for any business owner or IT staff to learn more about the system. Document management systems can be complex and confusing, and it’s easy to feel overwhelmed with all the information you could find the moment you look into one particular model.
Even if you are looking for an expert managed print services Chicago or a cloud-based document management software, we’ve gathered up some of the most common and frequently asked questions which will hopefully shed light on the matter.
So, if you want to get all the juicy info about this excellent machinery, keep on reading. You can also check out Green Office Partner once you are ready to find the right type and model of document management system for you and your business.
- Can Document Management Systems Benefit Small Businesses As Much As It Can With Large Ones?
While most document management systems are designed to the advantage of a larger corporation, it certainly benefits smaller scale business too, especially when it comes to storing and printing large amounts of documents.
- What Are The Differences Between A Document Management System, A Document Management Software, And A Document Management Solution?
You can notice they are called differently, but in essence, they all provide the same purpose and accomplish the same tasks. In other situations, these terms can interchange but still serve the same platform.
- Is There A Difference Between Cloud Storage And A Cloud-Based Document Management System?
Even if these two terms are different, they both utilize the cloud to serve their purpose. A cloud storage system uses the cloud as storage while the cloud-based systems provide a much more robust solution to store and secure important documents.
- How Can You Store Documents Into The System?
Depending on the brand and model, there can be different manners of storing documents into a document management system. Generally, the work is done through the use of a scanner which will directly upload it into the system.
- After Filing, How Will You Find The Documents In The System?
Same with uploading, there are also different ways to search for files in the system. However, it is generally done through a local search engine within the software.
- Can Document Management Systems Work With Other Programs Commonly Used At Work?
This also depends on the model and the software, but most systems offer integrations for common work-related programs.
- What Else Can A Document Management System Do?
A document management system can be a powerful tool in any workflow or business process. Essentially, the system offers more organized document storage while keeping it convenient enough for any user with access.
- If A Large Company Has A Document Management System, Can Every Personnel Get Access To Every File?
Technically, no, but this can depend on your preference, especially if you want certain documents to have higher security restrictions.
Getting a document management system can help cut down a lot of workflows, but it’s vital that everyone is well aware of how it functions. To keep things secure, make sure to get the system from a trusted company and require ample training for you and your employees.