• Joshua Diniz

3 Characteristics of an Ideal DMS

Most document management solutions boast a multitude of eye-catching features that anyone would fall in love with. However, it is important for a DMS user to value the feasibility of the DMS over the number of features offered. Here’s a run-down on the three most important characteristics of a DMS that make it functional and ideal.

Characteristics of an Ideal DMS

1. Smart Security

It goes without saying that security is a prerequisite for a reliable document management solution. Security systems are expected to comply to privacy terms and conditions, keeping up-to-date with latest digital security measures. Smart security, on the other hand, takes it a step further to make workflows unrestrictive. While there exist documents and tasks that must strictly adhere to a serious level of privacy, smart security provides more convenient substitutes for those that don’t.

In case of a last minute assignment when you might need to send over a brief to someone who doesn’t have access rights, you might either waste a lot of precious time waiting for the IT division to add them to the system, or compromise on corporate security protocols by sending it to them outside the DMS. Smart security helps you avoid this sticky situation by providing alternative solutions within the DMS itself.

2. Simplified Structure

A DMS fails to do its job if it doesn’t have a consistent structure. An ideal DMS is systematic in its structure, and provides means to create, store and retrieve documents. In addition to these, collaborating with colleagues for approval is necessary for DMS workflow. A DMS should also keep track of the version history of the document in question, and be able to archive and retrieve the same.

A good looking DMS user interface might charm your colleagues, but you should never compromise on usability over good looks. A simplified structure offers better productivity by reducing the number of steps to complete a task, keeping mouse clicks at a minimum, and having a short and effective software learning curve.

3. Extensive Accessibility

The entire point of working with a DMS is to ensure that your documents are available for access, anytime and anywhere. While accessibility is a core feature of all document management solutions, not many implement it well. With an ever expanding scope of your business, having documents available for access at work and on-the-move is just covering basics! A great DMS is built with the intention of also providing accessibility to users that your business interacts with. These include business partners, suppliers, vendors and clients, all across the globe.

A solid DMS can function independent of location and platform. It should be equipped to handle collaboration outside physical boundaries in an age of globalization. In addition to this, a DMS should require little to no-effort for configuration or setup.

A great DMS must require these three aspects to boost its usability and user productivity. The coexistence of smart security, simplified structure, and extensive accessibility, which are all an integral part of ShareDocs Enterpriser, make it an all-round unbeatable DMS.

ShareDocs Enterpriser comes with an array of features that don’t take away its essence as a functional, user-centric DMS. When investing in a DMS, remember that its core aspects must stand strong and undiluted among the rest.