Checklist For The Most Suitable Cloud Document Management System | Boilerplate

As a growing organization, you need to handle an overwhelming amount of documentation regularly. Whether you are handling your human resources, supply chain, managing clients and vendors, or dealing with regulatory compliances, you need to exchange and track a horde of documents. With rising regularity compliances, it is no longer possible to do all these manually. Indeed, if you are still doing it manually you are devoting a lot of time to unproductive tasks. You could have spent the time better doing productive work for the business. This is why you need to go for an automated document management system.

Cloud Document Management System

An automated document management system can make your life easier in dealing with documents and free up time for productive tasks. Whether it is about hiring & on-boarding, subcontractor documentation, quotations, and proposals or contracts, you can automate the flow and devote less time to managing documents. A cloud document management system can modernize the document flow. You can create a seamless system for incoming documents and e-signature to boost the efficiency of the process. It not only reduces manual labor and time; it also enhances client satisfaction while maintaining compliance and security.

Businesses Are Taking Note

Businesses are discovering the challenges of storing and sharing documents and the consequent productivity loss in the process. Storing documents also comes with the hazard of misplacement and error part from the costs involved. This is why businesses are taking note of advances in cloud document management system, and rooting for such systems in their organizations. Egged on by the interest of businesses, there has been a proliferation of such systems. So, which one do you select? How do you select? Here is a checklist.

Checklist For Selecting The Most Suitable Document Management System


  • Content management system

A content management system is essential for any cloud-based document management system. You may have all kinds of content such as sales decks, media kits, training documents, e-books, case studies, guides, etc. You may need to send these documents to clients, external partners, prospective customers, or customers. So, the system must have a well-laid content management system.


  • Collaborative tools

It must have some facile collaborative tools so that you can collaborate with others in your department or other departments easily. 


  • Connecting to other cloud storage systems

If you have documents strewn over several document management systems, you may need to bring all of them together. For this you need to make sure that the document management system connects to all other storage systems. 


  • Document scanning and capture

Certainly, this is one of the most basic requirements of a document management system. You need to make sure that it has a scanning and capture tool for old files and records.


Conclusion

If you are looking to streamline your document management system and have underscored the value of lost productivity resulting from handling paper documents, you need to make sure that you are going for the best cloud document management system for your organization. Make sure that it ticks all the points in the checklist.

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