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Introduction to Document Management Software

Document Management Software.
Steven Carrie

By Steven Carrie Business Solutions Consultant, Updated 17 May 2017

There are a number of software packages and solutions dedicated to tackling the problem of how to efficiently and effectively manage documents in a digital environment. Some offer a simple set of functions that cater to one or two specific needs, while others offer a more comprehensive array of tools, combining document management with additional capabilities as part of a broader suite of software. Because of these differences, comparing Document Management Software is crucial for organisations that are looking to adopt the most cost-effective and practical platform. And price needs to be considered, together with other factors such as the manner in which the software is deployed and the systems with which it is compatible.

For example, some solutions can be installed locally on computers or in-house servers, while others operate solely in the cloud. There are also those which provide a hybrid of these two approaches, introducing an additional layer of flexibility.

The following introduction to document management software is a brief look at just a few of the most popular solutions that are available at the moment.

Dropbox

Dropbox document management software

Dropbox has become a household name thanks to its cloud-based file sharing capabilities and its innate scalability, making it suitable for individual users and small businesses as well as much larger organisations.

One of the advantages it offers is being able to send files to others even if they are not signed up with the service. And integration with popular productivity suites, including Microsoft Office, makes it possible for employees to work together, post comments and edit files in real time.

Multiple versions of documents can be retained and restored to minimise the likelihood of precious content being accidentally erased. And any alterations which are made can be monitored so that it is clear which elements have been adjusted.

In addition to supporting full documents, Dropbox is also ideal for backing up and sharing multimedia files, with fully fledged admin controls allowing for security to be maintained.

PolicyTech

NAVEX Global PolicyTech Document Management Software

Developed by NAVEX Global, PolicyTech is a full CMS which can operate locally or in the cloud, offering compatibility across Windows, Mac, iOS and Linux. It has been embraced by many major corporations including Siemens and Toyota, proving its ability to meet the needs of multinationals.

Full Microsoft Word integration lets users access and edit documents from within a web browser, from any location. PolicyTech is also ideally suited to the creation of contracts and other more complex policy documents, with thousands of templates available to help businesses build their own text using tried and tested frameworks.

Automatic alerts can be set up so that users receive an email to remind them about deadlines and obligations to a project. And this solution also makes it easier to carry out audits further down the line.

eFileCabinet

eFileCabinet Document Management Software

Whether hosted internally or based in the cloud, eFileCabinet is a well rounded, established document management service. The developers have placed considerable emphasis on the simplicity of its interface as well as integration with mobile devices for efficient access on the move.

Compatibility with SalesForce makes the cloud-powered iteration of this service all the more appealing, as well as allowing users to eliminate any restriction as to the size of the files which are being shared.

Branding can also be emphasised thanks to the customisable aesthetics of this solution. This means that businesses will be able to maintain a consistent look and feel, making the presentation of eFileCabinet all the more professional. Full encryption can be enabled to enhance security, while the scalability of the software ensures that it is perfectly suited to both SMBs and globally recognised brands alike.

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