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What To Look for in a Document Management System

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What To Look for in a Document Management System

Image by Mudassar Iqbal from Pixabay

Despite the COVID-19 pandemic closing many businesses for good, a new report by Adobe Acrobat explains the significant increase in digital entrepreneurship and online businesses since 2019. The pandemic created a unique opportunity for entrepreneurs and other business owners to turn to digital business solutions to adapt to a virtual workplace. There have never been more tools and resources for online businesses to reach success efficiently and manage their companies. A document management system is an integral aspect of this digital transformation that all digital businesses should consider investing in.

What is a DMS?

A document management system, or DMS, is a set of tools that act as your digital filing cabinet. Reliable DMS solutions will offer encryption, cloud storage, mobile accessibility, collaborative tools, and workflow automation. Document management systems are an integral tool for the successful digital transformation of any business. If you’re considering starting a business from home or moving your team to a virtual workplace, be sure the DMS solution you choose has the following features for your company’s success.

Security and Oversight

As an SMB, you need to keep track of all your business files and documents quickly and efficiently. Security and storage are essential components of any document management system you consider. Many DMS solutions will encrypt your data and require authentication before you can access your documents. As an administrator, you can select who in your team has access to which documents and who can edit which files. Adobe Acrobat will even store a backup of all your files in the cloud so you can always have an original to revert to.

Project Management and Automation

As you grow your SMB, you will need to find as many opportunities to streamline your workflows to stay efficient. You can save your team members time by automating repetitive or infrequent tasks such as inputting data with workflow automation tools. Automatically send documents forward in project timelines and utilize templates for quick contract signing and new business. Automation tools can save your company time and money and offers your employees more time to focus on the tasks that require their personal skillset.

Collaborative Features

Running an online business can be difficult, especially if you have to manage an entire team of remote workers. According to the recent Adobe Acrobat study on digital entrepreneurship, “More than 3 in 4 adults would rather apply for jobs that offer remote work options.” To run a successful remote business in 2022, you need to hire the right remote team and give them the resources they need to stay collaborative. Your DMS solution needs to offer collaborative features such as simultaneous editing, commenting, and sharing capabilities. Collaborative tools allow your team to communicate and work together effectively in a virtual workplace setting. Brainstorming and creative tools are also essential for practical remote work.

Accessibility

The best DMS solutions will be accessible to remote business owners no matter where they are located. Adobe business solutions include a document management system accessible via apps on your smartphone or your desktop. Adobe also offers compatible apps for SMBs that will allow you to easily create, share, edit, and upload files from your mobile device. Staying connected to your team and your business is an essential feature your DMS should offer so you can remotely manage your business.

A document management system can help you keep your entire company on track and projects running smoothly. Invest in an efficient DMS to improve the efficiency of your day-to-day workflow.

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