You’ll need an effective document management system if your organization or business has to manage, store and manage massive amounts of data. The ideal document management software is secure, user-friendly, and also integrates with other platforms to facilitate workflows, enhanced productivity, and assured compliance.

Unify all your content in a single location online. Sort files into folders, categories and tags that make sense for your business. Searching is a powerful tool that allows users to locate what they want without having to search through folders or remembering the exact file names. Document versioning keeps track of each edit and restore, so teams know exactly what changes were made and when they were made.

It is important to ensure that access to crucial documents is restricted to authorized users. A well-designed document management system provides granular permission settings that allow you to establish restrictions at the file level for both internal and external parties. This can help you avoid costly mistakes, and it also improves the overall integrity of documents.

Opt for the DMS that can support the file formats your team is most likely to use. This will minimize file size and processing time, which reduces storage costs. Choose a platform that offers document compression to decrease the amount of space needed for large files.

Find out your document storage capacity requirements for both current and future growth. Choose a platform that can meet your requirements without performance issues or excessive subscription fees. For example, VEM Medical’s Derrick Hathaway says they chose a solution for file management that has cloud storage and is scalable to accommodate their future document storage requirements. It also provides flexible document storage options, for example, converting enhancing board decisions with portal software files to smaller size files, and compressing PDFs to further reduce the file size.