How to tell if a document management system is ready for the future? (Part-2)
No one can predict the direction technology will take in the next five, ten, or twenty years. Commitment to staying current and using the latest proven technology is the best way to cultivate a forward-thinking mind and prepare for the future.
What is document management?
Word Document Management describes the process of capturing, storing, and retrieving electronic versions of previous paper-based documents using PDFs, Word processing files, and digital images.
To manage their digital documents and take advantage of additional security, access control, centralized storage, and seamless search and retrieval options, many companies use document management tools and systems.
What are the advantages of a document management system?
Compared to manual processing of physical files, document management software reduces costs, risks of human error, physical damage, and retrieval issues, and provides virtually unlimited storage space.
Although most organizations still have physical filing systems for storing paper documents, these are becoming less common as most documents are now digitally prepared before being printed on paper, only If necessary
No one can predict the direction technology will take in the next five, ten, or twenty years. Commitment to staying current and using the latest proven technology is the best way to cultivate a forward-thinking mind and prepare for the future.
If you are in the process of choosing or want to upgrade, the Document Management System (DMS) for your business, it is important to choose a solution that addresses your business issues for both today and the future.
This lists what you should look for in an expandable DMS. Features of a future-ready document management system
3. Open Communication Standards: In future-ready document management solutions, the interface should be able to communicate between Windows programs, HTML5 web clients, and local mobile applications. Find a system that uses open communication standards as well as HTTP / HTTPS REST (Representative State Transfer).
4. Compatibility with Cloud and On-Premises Servers: On-premises document management systems should support leading database server technologies from the latest versions of Windows to MS SQL, MySQL, and Oracle.
You should also choose a solution that offers a cloud-based option, even if you are not yet planning to move your documents to the cloud. The availability of the cloud ensures that you are ready for the future. Then, when you switch to cloud-based software, there will be no disruption to the business. Your workflow process won’t need to be improved, and administrators and end-users won’t need additional training.
Moving to cloud-based software eliminates the need to purchase new hardware. In addition, the responsibility of maintaining security, ensuring data backup, and developing the technology infrastructure that can grow with your organization shifts from your IT team to the cloud service provider.
5. Scalable Architecture: A comprehensive document management system enables you to start with a few users in the same field and gradually move the system to other departments without affecting additional users and performance. Spread out the key to this flexibility and scalability is a system architecture that handles document access and user actions with web services. Cloud-based document management software takes scalability one step further. The cloud supports teams of all types and sizes. Its storage volume and number of user licenses can be easily increased when you hire more employees or when the storage capacity you need increases.
The option to choose on-premises or cloud-based software, open standards of communication, and high-performance local mobile applications are essential components of a future-ready document management system. No matter how fast your company grows, Bentech is a ready-made solution for the future that will adapt to your needs without extensive changes or re-training time.
BENEVOLENCE TECHNOLOGIES is a leader in Enterprise Information on Management (EIM) products and services. Our EIM products enable businesses to grow faster, lower operational costs, and reduce information governance and security risks by improving business insight, impact, and process speed. We power digital transformations to empower the intelligent and connected enterprise.
