Document Management Software - The Essential Features
An organization's document management system is dependent on several factors to make it effective. An important consideration in this respect is the document management software used by it. And the document management software is as good as the features supported by it. So, which features are essential in it?
This article attempts to inform you about some essential features in document management software used by a large organization.
The following features are essential in document management software.
It must incorporate paper document management software support as well as that for digital document management. It must be able to support scanners based on TWAIN. It must be able to support batch scanning. Support needs to be provided for scanning documents so that they can be processed directly by the software. It must provide support for the scanning of two-sided and multi-page documents. It should be able to provide support for export and import of documents alongwith indexing data. It must be equipped with a Web browser interface. This will help it in its implementation through software-as-a-service without the need for the software to be installed at the client's end. Further, it will also help in publishing of documents over the Web. It must support the storage of documents even on removable devices. Document versioning must be supported by the software. It should also support promotion of an older version of a document as the latest version and reversion of the existing latest document version to an earlier one. It should provide support for logging all user events as well as provide configuration of user events. This can provide easy proof of illegal actions which some employees may be wont to commit. It must provide requisite support for indexing, so that you will be able to store with each document a large amount of text, date, numeric, yes/no, and time based values. It should provide support for indexing data field values to enable their insertion into a new document from an existing record. It should provide the requisite support, so that you will be able to export data in spreadsheet format or to import data from text files. It should provide the requisite support for the creation of multiple type of DBs. A user must be able to work using multiple databases simultaneously. Multi-user support is also necessary. Backup feature and restore feature must be supported by the document management software. It must provide support for password protection of the database. The document management software must provide support for the following security features. Multi-level access control to data and documents must be provided by the software. These levels include database, system, document, field and record. Further, it should provide two types of security permissions, namely basic and advanced. Password and security policy control mechanism support must be provided by the software. Through this article, you may have got an insight into some features that are essential in document management software used by a large organization.
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