8 Must-Have Document Management System Features That You Should Know

Want to get the perfect DMS for your business? You need to know what features make them desirable. In this article, we have a list of document management system features that every business must look out for.

The transformative power of a well-equipped Document Management System (DMS) is appreciative on many levels. A robust DMS is a necessity for any organization that is serious about data security, efficiency, and compliance.

However, we need to get a firm understanding of what a good DMS would look like. That means looking into the top features that define a cutting-edge DMS. We’re not just talking about basic functionality. We're focusing on the advanced capabilities that can revolutionize how your business handles documents. These features of document management systems are essential tools for anyone looking to enhance their document management strategies.

What is a Document Management System?

DMS is like the ultimate digital filing cabinet but so much smarter. It’s a digital store for all your documents - contracts, reports, invoices, you name it. However, it's not just about storage - a DMS organizes everything beautifully and keeps your documents just a quick search away, no matter where you are. Need that financial report from two years ago while you’re on the train? No problem - it’s right at your fingertips.

It pumps up your team's efficiency like nothing else. You don't have to waste hours digging through files or worrying about lost documents. A DMS automates the grunt work—like filing and retrieving documents, leaving your bandwidth for building new strategies and driving business growth.

Then there's security– a DMS guards your documents with the utmost vigilance. It controls who can see or edit documents, tracks every action, and protects your data from prying eyes. This isn't just good practice; it's essential for meeting tough data privacy laws and regulations that can land you in hot water if you slip up.

Key Document Management System Features 

Here is the list of features that are a must in every document management system. Each of these features is essential for document management and allows a more streamlined process.  

1. Capture and Scanning

The Capture and Scanning functionality transforms physical documents into digital formats. This process helps preserve the physical documents and it facilitates easy sharing and storage. Advanced DMS platforms come equipped with OCR (Optical Character Recognition) that converts text images from scanned documents into editable and searchable data. This significantly reduces the time spent on manual data entry and increases the accuracy of the data captured.

2. Document Libraries

Document Libraries serve as centralized repositories where all digital documents are stored. They support various file formats and offer features like tagging, categorization, and indexing. This organization aids in navigating large volumes of documents and enhances the retrieval process. The best DMS platforms allow customization of these libraries to align with the specific workflow and information architecture of an organization, thus enhancing usability and accessibility.

3. Version Control

Version Control is critical for document integrity and collaboration. It tracks every change made to a document and saves each version separately. This ensures that users can revert to earlier versions if needed and provides a clear audit trail of who made what changes and when. This feature is especially important in environments where documents undergo frequent revisions and need to be accurate and up-to-date at all times.

4. Access Control

Access Control mechanisms in a DMS ensure that sensitive information is protected from unauthorized access. System administrators can set permissions at various levels—from viewing and editing to deleting documents. This granularity helps in maintaining the confidentiality and integrity of the documents while complying with regulatory requirements like GDPR or HIPAA, which mandate strict control over data access.

5. Mobile Access and Integration

Mobile Access enhances flexibility by allowing users to access documents from anywhere, using any device. This can be particularly beneficial in today’s mobile-first world. To top it all off, integration with other systems ensures that the DMS can seamlessly connect with other enterprise applications like ERP systems, accounting software, or CRM platforms. 

This interoperability eliminates the need to switch between multiple systems. Also, it streamlines workflows and reduces the risk of errors due to manual data transfers.

6. Robust Search Function

A Robust Search Function is essential for quick document retrieval. Advanced search capabilities allow users to search by metadata, keywords, or content within the document. A great use case is that it can be crucial in environments where time is critical and information needs to be retrieved quickly. Not to mention that its enhanced search functionalities include the ability to use filters and tags to further refine the search results. Thus making it easier and faster to locate the needed documents among thousands.

7. Backup and Disaster Recovery

Backup and Disaster Recovery capabilities are essential for ensuring business continuity. These features automatically back up documents to secure, remote servers or cloud storage. This protects against data loss due to hardware failures, natural disasters, or cyber security threats. 

Recovery processes are designed to be quick and efficient. However, they must also minimize downtime. Moreover, it should also ensure that business operations can resume swiftly after a disaster. This is critical, although many organizations overlook such measures, potentially jeopardizing their stability.

8. User Experience

The User Experience (UX) of a DMS (Document Management System) should be both intuitive and engaging. When the solution features an easy-to-navigate interface, users (especially newcomers) can encounter a shorter learning curve. 

However, it also boosts productivity by streamlining common tasks. A well-designed user interface also promotes consistent usage of the DMS across the organization, ensuring that all documents are effectively managed and maintained within the system.

Best Document Management Systems

While explaining the document management system features list, you might be wondering which solution out there possesses them all. Well, here’s the list of 5 digital file management software that we think can be the one for you. 

1. Newgen

First, let's talk about Newgen Document Management, which is quite the powerhouse in the document management arena. This DMS software stands out by offering a comprehensive suite that is adaptable to the diverse needs of modern businesses. Its platform is built on an innovative framework that supports both cloud-based and on-premise deployments.

Also, Newgen excels in streamlining content processes from creation to archival. It integrates digital document storage, retrieval, and lifecycle management with robust workflow automation capabilities. This means documents move smoothly through predefined workflows, ensuring efficiency and compliance. 

2. M-Files

Renowned for its distinctive metadata-driven methodology, M-Files eliminates the chaos of traditional folder structures by organizing content based on what it is rather than where it's stored. This system excels because of its robust version control. It prevents duplication and ensures easy access to the latest document versions. 

M-Files integrates seamlessly with numerous platforms like Microsoft Office and Salesforce. However, it also enhances workflow and information security for enterprises of all sizes.

3. DocuWare

DocuWare takes a cloud-first approach, offering comprehensive solutions that cover everything from document capture and workflow automation to secure archiving. It's particularly beneficial for organizations looking to transition to a paperless office, providing strong mobile support and cloud integration that enables efficient remote access and document handling across devices​.

4. Templafy 

Templafy excels in enterprise environments where document creation and management are critical. It integrates with everyday office applications and provides tools to streamline the creation, management, and distribution of business documents. Templafy ensures that all documents adhere to company branding and compliance requirements, making it a great choice for large corporations​.

5. SharePoint Online 

A component of Microsoft 365, SharePoint Online is deeply integrated with other Microsoft products and offers extensive document management capabilities. It's ideal for businesses that already rely on Microsoft tools. SharePoint supports real-time collaboration, content management, and compliance features, making it a robust platform for document handling and team collaboration​.

Final Thoughts 

As we wrap up our journey through the critical document management system features, it's clear that the landscape of document management is as complex as it is crucial to modern business operations. The features we've discussed (advanced security protocols to dynamic workflow automation) are foundational elements that can fortify your organization’s document-handling processes.

Embracing a DMS equipped with these capabilities means protecting your data but also empowering your team to collaborate more effectively. Remember, the right DMS transforms challenges into opportunities. So, as you move forward, choose a system that not only meets your needs today but also grows with you into the future.