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Tips for Choosing Online Document Management System

Published on 02 April 16

Online document system isn’t a new thing. However, some companies don’t know how to pick a good system for their organization. Transitioning to this technology can be a daunting task, especially if they don’t know where to start. The decision to alter the way the company uses iManage DeskSite must suit different aspects of their business necessities. There are several tips to learn to undergo the transition. Here are some of them.

Finding Both Weakness and Strength of the System

It’s imperative to find not only the benefits but also the downsides of the system. It gives an insight about what software to buy. For instance, a company that spends lots of money transferring documents between offices must increase productivity and reduce costs by installing cloud-based software as it can simplify the file sharing by using an internet connection.

Ask for Opinions

Company leaders shouldn’t overlook the importance of second opinions, especially when choosing an online document management system like WorkSite. Employees have the information and experience for pinpointing ranges of improvement in everyday operations. They know which documents are used most often and they know how fast they can search archived files. Some of them might resist a little bit. It takes much time to make them get used to the system.

Pick a System that is Suitable

One thing, people should pick a system that grows with their business. It must be flexible enough to take care of the entire areas of their business. They also need to find the scanning software that can inspect numerous documents regardless of the forms. The best choice is the software that comes with OCR technology. This allows them to reformat and edit scanned items. As a result, they can update those files easier.

Ease of Use

The fact is that the employees have different computer skills and levels. Intricate document management systems increase the possibilities of files being indexed inappropriately. Software that is customizable for WorkSite may reduce the confusion among users. Not to mention there must be clear guides or procedures to use the system.

The Existence of Indexing Procedures

File indexing and labeling should be consistent to get the most out of their online document management system. There will be some mistakes during the transition phase. Without the indexing procedures, employees will get difficulties to use the system. If necessary, the company should arrange for re-training whenever they need it.

The Budget Preparation

The next thing to do is to determine the associated costs. Even though iManage DeskSite document management system provides long-term benefits, companies should think about initial expenses. This depends mostly on how they plan to implement their transition to digital files. If they plan to complete the entire file, they should prepare more money. Each company has different necessities, though.

In summary, there are many aspects to pay attention when it comes to choosing online document management system. Not all companies have the knowledge how to pick the perfect document management software. Macroagility Systems is one company that have the expertise and experience in providing a very robust iManage Document Management System. as it’s quite popular and reliable.

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