What is a Document Manager?

What is a document manager?

A document manager or a document management system (DMS) is a tool for collecting, organizing, retrieving and sharing digital documents. A document manager allows you to digitize your document process, reducing the cost and time spent on document processing. Most document management software like IceHrm are also capable of tracking document activity, controlling document versions, and restricting unauthorized access to documents.

So which document management system should you choose for your business? You list your needs, set a budget, and find a system that works best for you. When choosing a document management system, it is important to pay attention to its features. Most document management systems offer a range of features including document encryption, automatic archiving, and more. However, there is a possibility that you may not need or use some of these features. Therefore, it is important to choose a document manager that meets your needs. Below are some factors to consider when choosing an electronic document management system.

What functions should a document management system have?

Interface

What separates the best document management software from the rest? The user interface. Document management software must have a user-friendly and well-designed interface that improves navigation in the application and reduces training time. Most document management programs allow you to try out the software with a free trial before purchasing. Use the free trial to test the functionality of the interface and provide feedback to the service provider.

Mobile support

In today's fast-paced world, 24*7 accessibility and multi-device compatibility have become a mandatory requirement for users. Choose a document manager that offers a mobile interface or app that is supported by both Android and iOS providers. Mobile support allows you to access the platform at any time and improve information accessibility across the organization.

Smart import

If you deal with a lot of documents every day, you know that manually importing each new file into a consolidated location can be a huge waste of time. Document managers are also used as document control software. Document control allows you to regulate and automate the movement of documents in the system. One aspect of document control is intelligent imports. Smart Import automatically transfers new incoming documents from your computer drive into the document management system.

Built-in scanning and printing

A document management system's built-in scanning and printing capabilities allow you to share information on the go, regardless of where the document is physically stored. You can simply select which document you want to print or scan, connect to a compatible printer/scanner and complete the process with a single click. Document managers also allow you to share virtual printouts as PDF files and email attachments, reducing paper waste.

Another point to consider before investing in a document manager is whether it allows multiple users to work on a document. Some document managers retain changes made by users as older versions. This ensures that if someone on the team makes a mistake while editing a document, you can revert to the older version. The system also saves the audit trail so that you can track which user made changes to the document.

Optical Character Recognition (OCR)

Optical Character Recognition (OCR) is an important function for modern workplaces. OCR scans specific areas on documents to extract key information such as customer name, date, amount, etc. For example, if you want to extract the date and amount from 100 invoices, you can select the areas that indicate the date and amount on an invoice and the OCR repeats the process for the remaining invoices, reducing the data extraction time .

Version control of documents

Wouldn't it be great if your system automatically created a new version of an edited document and saved the old version for reference? That is exactly the task of version control for documents. Version control allows you to choose which documents you want to version, create new versions as you edit the document, and save previous versions in the document management system. This tool is particularly useful for documents that require constant editing, such as: B. legal arguments, project reports, pharmaceutical studies and much more.

Workflow automation

Workflow automation replicates and automates your entire document approval process within the document manager. Let's say you need approval from your manager and vice president for all management files. You would have to email or share each file on Google Drive, and if there is a delay at the manager's end, the VP has no idea why the file didn't arrive at his desk. Workflow automation helps you avoid such discrepancies by creating a seamless and transparent flow throughout the approval process. You can also pause, cancel, or reassign tasks and notify users with a single click, making it easy to control pending approval processes.

Security

A document manager offers a variety of security features that are a significant improvement over simple document editing and storage applications such as Microsoft Office and Google Suite. You should consider what security features are important to you and then choose a document manager that offers those features. Some of the common security features of document managers include document encryption, two-factor authentication (2FA), access control, document tracking, security groups, and more.

E-signature

One of the most widespread document management solutions offered by document managers is the ability to create and sign documents online, also known as electronic signature. E-signatures reduce the time it takes to transmit and approve documents and are legally binding in more than 15 countries, including the US and UK. You have the option to create an e-signature or scan your written signature and use it as an e-signature to avoid duplication, especially on bank statements.

Document storage

Document retention is a feature specifically known for archive and records management. It protects important documents from being edited or deleted. Document retention automatically transfers documents to the archive database on a specific date. Another aspect of document storage is document disposal. Document disposal helps sort out old, unwanted documents to make space. Similar to archiving, document disposal involves moving documents to the system's trash on a specific date.

Elevate your document management with IceHrm's comprehensive features. Streamline workflows, enhance security, and boost efficiency effortlessly.