How to select the best Document Management Software?

Globalization becomes more common in the recent business world. It means the documents are also to be distributed across the region. The people are more convenient in submitting and checking documents online.

The result of poor document management can lead into loss like the following

a)      Any contract has to be submitted urgently but that was not reviewed before because of not availability of electronic document

b)      A quality result has been processes with fault but there was no action has been taken and notified

c)       A document you need to be a template for specific contract type, but if there is no electronic document what will be the result. It will take lot of time for retyping

d)      Set of document are not followed with standard

e)      No tracking barcode or RFID generated

f)       If any staff were following some task, when he/she is not available, that particular document can’t be accessible

g)      Important document review should be there by MD, but he is not in the station for approval

h)      Correction type of document required more than one staff involvement, but every time you have to take copy in flash drive and run to his room all the time

i)        Some company procedures and laws were not notified by template or when we follow specific procedures detailed document not available

j)        Any customer contract required to be identified, but emergency purpose we were not able to get.

Just take a look and above situations; the organization must have an effective document management application. But when you decide to go electronic, you have to look into certain features, desired tools and integration possibilities are more important. Otherwise your all hard works will become ineffective.

The following details can decide whether the application is more suitable or not

Features

  1. Add Existing Files from External Resources
  2. Document Imaging
  3. Multi user access
  4. Document Creation templates
  5. Backup and Restore
  6. Cloud storage possibilities

How to select the best Document Management Software?

Globalization becomes more common in the recent business world. It means the documents are also to be distributed across the region. The people are more convenient in submitting and checking documents online.

The result of poor document management can lead into loss like the following

  • Any contract has to be submitted urgently but that was not reviewed before because of not availability of electronic document

  • A quality result has been processes with fault but there was no action has been taken and notified

  • A document you need to be a template for specific contract type, but if there is no electronic document what will be the result. It will take lot of time for retyping

  • Set of document are not followed with standard

  • No tracking barcode or RFID generated

  • If any staff were following some task, when he/she is not available, that particular document can’t be accessible

  • Important document review should be there by MD, but he is not in the station for approval

  • Correction type of document required more than one staff involvement, but every time you have to take copy in flash drive and run to his room all the time

  • Some company procedures and laws were not notified by template or when we follow specific procedures detailed document not available

  • Any customer contract required to be identified, but emergency purpose we were not able to get

 

Just take a look and above situations; the organization must have an effective document management application. But when you decide to go electronic, you have to look into certain features, desired tools and integration possibilities are more important. Otherwise your all hard works will become ineffective.

The following details can decide whether the application is more suitable or not

Features

  1. Add Existing Files from External Resources
  2. Document Imaging
  3. Multi user access
  4. Document Creation templates
  5. Backup and Restore
  6. Cloud storage possibilities

Tools

  1. Multiple security levels
  2. Central Document Repository
  3. PDF Conversion
  4. OCR Capabilities
  5. Document Workflows
  6. Version Control
  7. Workflow history
  8. PDF Merge/Split

Search Tools

  1. Meta Data Search
  2. Full Text Search

Integrations

  1. Integrates with word processors
  2. Integrates with Mobile Devices
  3. Integrates with Email Clients

 

Leto DMS is the web based document Management software.  The above statement proves that any standard document management should have the capabilities of the mentioned details.  The perfect application provides end to end Document Life cycle management with the above mentioned features, tools and integration.

Leto Document Management 800 Software has been categorized as Document Management Software, Document workflow Management Software, Document Facilities Management Software, Document Software,  Document Management, Electronic Document Management Software, Electronic Document control Software, Document Life cycle Management and Document Tracking Software.

 

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