What To Look for When Choosing a Document Management System

Whether it’s contracts, financial documents, marketing assets, project plans, or any other business-critical document, keeping them organized is imperative. For a small business, this is even more important since losing even a single document could result in serious financial or legal consequences. Also, the chaos of poor document management can disrupt a team that already has so much on its plate.

A document management system (DMS) is the ultimate solution. It keeps all business documents organized and centralized. Besides improving productivity due to easy access to documents, a DMS also enhances security with features like access controls and encryption.

Many businesses have recognized the importance of a reliable DMS. The market is filled with many DMS options to meet this need. The challenge is choosing the one that's best for you.

Below, we discuss features that you need to look at before choosing a DMS, like intuitiveness, integration capabilities, scalability, and vendor support.

Ease of Use and Intuitive Interface

Before you start making a list of the features the DMS has, gauge its ease of use. After all, usability and intuitiveness determine how likely your team is to adopt and make the most out of the document management system.

If the system is complicated or clunky, your team won't want to use it. When people avoid the tools they're given, processes break down, and productivity takes a hit.

Start by looking for drag-and-drop functionality. It facilitates the process of uploading files without extra steps. Your team members won't have to navigate confusing menus. Instead, they can move the documents around the desired folders.

Speaking of folders, folder structuring also matters since it should be easy to understand. You don't want to waste time clicking through layers of subfolders just to find one file. A good DMS helps you keep things organized without overcomplicating the system. Pair that with a strong search feature, and anyone can locate a document within seconds.

Since many teams have gone remote, consider a DMS’ mobile usability. A good DMS will allow users to find, edit, share, and collaborate on documents from a phone or tablet. This way, work can continue even if someone is away from their desk.

An easy-to-use system results in fewer errors and has a higher adoption rate. The result is better productivity, which is the ultimate goal of implementing a document management system in the first place.

Integration With Existing Tools (CRM's, ERPs, ect.)

Before deciding to bring in a DMS, most small businesses are already using certain tools and technologies. The DMS shouldn't disturb their operation. Instead, it should slide into the ecosystem so users can work seamlessly.

While the more integrations, the better, the following are non-negotiable:

CRM: Customer documents make up a big chunk of a company's document repository. So, the DMS should integrate with platforms like HubSpot and Salesforce to link documents to customer records. Your team will then be able to access required documents from customer profiles rather than looking for them in separate folders or platforms.

ERP: If you use enterprise resource planning (ERP) software like SAP or NetSuite to manage inventory or finances, the DMS should support these connections. It will help ensure documents like purchase orders, invoices, reports, and contracts are synced with the DMS. Then, teams can access such documents from within the ERP interface.

Cloud storage services: Almost 89% of companies use multiple clouds, so the DMS must support cloud integration with tools like Dropbox, OneDrive, and Google Drive. The integration makes it easy to share and access documents in the cloud.

When your DMS integrates well, you cut down on repetitive tasks like manual data entry. Fewer handoffs mean fewer mistakes. And best of all, your team can work across platforms without having to jump between systems. As a result, you experience faster turnaround times and cleaner workflows.

Scalability To Grow With the Business 

Typically, every business has plans to grow. But even if your internal operations don't grow, your document load will eventually increase as you add more customers, partners, and employees.

The DMS should be scalable enough to accommodate these needs. While you might not need much space today, the DMS should make it easy to increase storage without forcing you to switch to a whole new system.

Another key factor is user support. As your team grows, the DMS should allow you to add more users and set different permission levels.

You also need to think about future integrations since you'll have to use more tools as you scale. The DMS may support your current tech stack, but what about in a year or two? A scalable DMS will be flexible enough to integrate with new tools and platforms.

Scalability helps you avoid disruptions that come with moving from one system to another due to the former's inability to accommodate growth. It also saves you the time and money spent migrating data between systems. When the DMS grows with you, the growth trajectory is smoother.

Vendor Support and Training Availability 

Even the best document management systems can have technical issues, and that's fine as long as the DMS provider is there to help you. Strong and readily available vendor support saves small businesses time and money.

When you're in the DMS provider vetting stage, here are some questions to ask:

• What kind of technical support do you provide?
• Will we get a dedicated account manager? If not by default, is that an add-on option?
• What's the average response time for your support team?
• Do you provide training and documentation for new users? If so, what does that entail?

Ideally, a DMS vendor should provide training resources like onboarding programs and live sessions. It also helps if video tutorials and knowledge bases are available for you to refer to later if you run into trouble.

While generic resources are a must-have, business-specific customization can be the cherry on top. Ask potential DMS providers if they offer tailored training and support based on your business's needs and processes.

For a small business, this level of support can do wonders. It allows you to maximize the effectiveness of the document management system while implementing it smoothly into your workflows.

Get Expert Guidance Today 

Ensure your document management system works for you, not against you. The right DMS should streamline workflows, integrate seamlessly with your existing tools, and scale with your business needs—all with expert support at your fingertips.

Every organization has unique document management challenges, from handling specialized file types to optimizing team collaboration. By partnering with a trusted managed service provider like Standley Systems, you gain tailored solutions designed to enhance efficiency and security.

Let's find the right fit for your business. Contact us today for a personalized consultation!