Document management software that is well-designed will increase productivity and speed up workflows in your organization. It can reduce space and money by removing the need for physical board portal directors use filing cabinets or storage areas. A centralized software can also make it easier to track and manage changes to documents over time. Any solution must include features like file versioning and an incredibly precise control of access.

It’s important to choose a document management solution that everyone in your business can benefit from. The UI (user-interface) is the interface that your employees experience every day when they log in to the system, and it’s vital that it is appealing and easy-to-use design. If the interface is difficult to navigate, it can make employees reluctant to use the system. This can negatively impact their productivity and performance at work.

The ideal solution for managing documents will also be contingent on your particular requirements and your existing technology ecosystem. For instance, you may require an archival system that merely recoups floor space or meets the long-term storage plan, or you may want more advanced capture that includes workflows and the capability to share documents concurrently.

Some solutions offer an online interface that lets files be accessed from multiple places such as Dropbox, Box or Google Drive. Others provide a comprehensive collection of tools that allow collaborative editing and creation and also provide audit trails and secure cloud storage. It’s also important that you choose a solution that works well with the tools your team is using frequently regardless of whether they’re third-party tools or internal ones such as Microsoft Office.