Top Features to Look for in a Cloud-Based Document Management Solution

Relying on technology has become a norm for many people. Using a cloud-based DMS is essential to improving efficiency, teamwork, and compliance. 

With several cloud based solutions to save document, deciding can become confusing. Read and learn how to choose the best document solutions.

Key Features to Keep in Mind 

It’s important to know the features to seek before you subscribe to any cloud based document management solution. Below are the main things to consider when choosing a cloud-based document management system.

Applying strong access and permission rules

Security is fundamental. A good DMS includes solid encryption, more than one authentication process, and the ability to adjust user access. It ensures that only authorized individuals can work on or share confidential documents.

Sophisticated search and easier indexing

Fast document location makes a huge difference. You should select systems that help you find documents using various keywords by checking text within documents or using file structure details. It’s crucial to use OCR on scanned documents.

File tracking and history of modifications

Having a strong DMS lets you keep a record of every change made to every document. With version control, you do not lose important data, and reviewing audit trails enables you to know who changed a file and when that change was made.

Easy-to-use tools for teamwork

Cloud systems should let teams edit the same documents simultaneously. Commenting, file sharing, and automated workflows help people accomplish their tasks faster and more accurately.

Being able to scale and combine different solutions

Pick a DMS that can support your business as it grows. Its integration with Microsoft 365, Google Workspace, CRM, or ERP should increase overall efficiency within your company.

Backups and disaster recovery are done automatically by the system

Keep your data secured by organizing regular backups and having a solid disaster recovery strategy. This ensures that systems stay up and running and no important files are at risk of being lost.

Conclusion 

Choosing a DMS that offers these advantages can automate your document process, enhance compliance, and help you maintain a successful approach to managing information in the future.