When you were starting your company, you probably have not thought of the files that you will be accumulating. As you go on with your business, you will realize that you have to manage your customer's information, your company's legal documents, employees' profiles and training information. If you kept these files in boxes, you may need a large storage room in just a few months. Your other option is to organize your files using an online DMS software. Check out these tips on how to choose one.
Determine the types of files that you will store. Are these read-only files, photos or spreadsheets? How fast do your files increase in size and number? By knowing these, you can check the product that has the features that address your needs. You will also know how much storage size is needed.
How many users will be accessing the system? Some companies only allow the management and information specialists to handle document storage. However, if your company deals with a lot of information, it is likely that you may have to give other members of your team limited access to the files.
Take note that your employees are different levels of technical expertise, the product should be learned easily even by a basic computer user. Your sales persons and entry level employees may also need to enter and check some information, so they should also be trained in using the product.
Before you decide to purchase a product, check if there is a trial period. Use this time to match the system's features with your business needs. During this time, you will also be able to assess how well the service provider assists you with your concerns about their product. After-sales support is a major concern since it is likely that you will have questions about certain features later on.
Cost is a deciding factor on whether you will choose a certain product or not. You may opt to pay for a subscription or to pay a one-time fee. Subscriptions allow you to assess your relationship with the service provider every time you renew your contract. Generally, these also require less upfront payment. On the other hand, purchasing the product frees you from the worries of paying increasing subscription fees.
Once you have trimmed down your options, do not give out your payment information yet. Look for customers' feedback on the product and the company. Choose a company that knows how to take care of their existing customers. Remember that purchasing a document management system means that you will have a long-term partnership with the service provider.
Determine the types of files that you will store. Are these read-only files, photos or spreadsheets? How fast do your files increase in size and number? By knowing these, you can check the product that has the features that address your needs. You will also know how much storage size is needed.
How many users will be accessing the system? Some companies only allow the management and information specialists to handle document storage. However, if your company deals with a lot of information, it is likely that you may have to give other members of your team limited access to the files.
Take note that your employees are different levels of technical expertise, the product should be learned easily even by a basic computer user. Your sales persons and entry level employees may also need to enter and check some information, so they should also be trained in using the product.
Before you decide to purchase a product, check if there is a trial period. Use this time to match the system's features with your business needs. During this time, you will also be able to assess how well the service provider assists you with your concerns about their product. After-sales support is a major concern since it is likely that you will have questions about certain features later on.
Cost is a deciding factor on whether you will choose a certain product or not. You may opt to pay for a subscription or to pay a one-time fee. Subscriptions allow you to assess your relationship with the service provider every time you renew your contract. Generally, these also require less upfront payment. On the other hand, purchasing the product frees you from the worries of paying increasing subscription fees.
Once you have trimmed down your options, do not give out your payment information yet. Look for customers' feedback on the product and the company. Choose a company that knows how to take care of their existing customers. Remember that purchasing a document management system means that you will have a long-term partnership with the service provider.
About the Author:
Loris F. Anders is an office management specialist focused on optimizing workflow processes in document management. If you would like to learn more about Document Filing System he suggests you visit his friend's to learn more.
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