When opening a company, it is necessary to issue a series of documents, especially contracts that must be signed with your employees, suppliers, customers and the like. Electronic document management has been increasingly recommended so that all these files are well organized, but this leads to the question: how to choose one management software of documents?
To solve this doubt, we present in this article tips on how to choose the most suitable system and also which are the main ones available on the market. But first let's understand the concept!
What is document management software?
a program of document management has the purpose of managing the files related to the administration of your company electronically. This makes it easier to control the organization's information, as access is completely private. digital form.
This automates and facilitates the organization's data control effectively and efficiently, as access to electronic document management is completely digital. Thus, you start to give up manual spreadsheets, in addition to reducing costs and increasing information security.
For a long time, traditional companies have kept the habit of sorting physical documents, which includes files and contracts. Soon, they needed space to store them ranging from a drawer to an entire room.
On the other hand, when documents are organized in an online format, they become more accessible since finding any type of information on the internet is more practical and faster than in the physical world.
However, we must remember that the simple fact that your documents are in the a cloud does not facilitate management if there is no order.
Let's take an example: a person saves documents on the computer or in Google Drive, but doesn't name them correctly or organize them in folders. This makes the job of looking for a file just as if not more difficult than digging through your office drawers.
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What are the benefits of document management software?
Now that you know what a document management program is, here we list the main advantages of adopting it in your company.
Data security
Information about your company has enormous value both inside and outside of it. I knew, for example, that some people dig through your competitors' trash for the purpose of finding any sensitive and useful information?
If this happens in the offline world, what will it say in the online world where spreadsheets can be accessed by anyone if they don't have the proper protection?
For this reason, data security starts our list of advantages of hiring document management software, as your cloud systems must have encryptions that protect your data from any hacker invasion.
Sharing Information
Sharing information with other people in the company can facilitate and reduce the work time of those involved in some task or process.
You know when you need to schedule a 1-hour meeting or compose a very long email to explain something about the business to employees? Well, wouldn't it be easier to share this content with everyone at once?
A software dedicated to document management allows such content to be shared among all company members, in addition to ensuring that updated versions are always available.
Increased storage capacity
If you have a small office or work home office, you may end up with limited space to store your papers. If you don't have more space in your drawer for this and a big issue of documents is coming, where will you keep them?
This is another advantage of document management software: it allows you to store a greater amount of digital files. Even if there is a limit, its capacity is certainly greater than your closet space.
Therefore, if you have, for example, many contracts issued monthly, it is highly recommended that they be generated digitally in order to store them and have access to them whenever necessary.
Agile
When you have a system of document management, the work of all departments becomes more agile. Let's see some examples below.
Before closing a deal with a client, they may want to check the contract before signing. If the signature is physical, the process of issuing the document with the client's data It takes much longer than simply sending a PDF of the online version.
The same goes if you need quick access to a document, such as an unannounced audit. Instead of spending a lot of time looking for the requested file in a closet full of other papers, it will be more practical and faster to access it via the system.
How to choose a document management software?
Choosing the best document management program may depend on the type of each company. Here are some points that should be considered when hiring:
- supplier credibility: analyze the experience and confidence that the company has in the market;
- customer opinion: a company is able to speak well of itself, but you can know its strengths and weaknesses from what customers think of it;
- system functions: check what are the features of the software and if they meet everything your business needs;
- Safety: To make sure your documents are secure, see what security levels are offered.
⚠️ Also check out these related articles 👇
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What are the top 6 document management software on the market?
Next, we show which are the most prominent systems when it comes to document management.
1 Google Drive
This is one of the most popular tools, as it gathers all Google tools, such as: Documents, Sheets, Presentations, Forms, among others.
Because of this, many files generated by companies are stored in the cloud through the Google Drive. In addition to being able to organize them into folders – just like on your computer's operating system – it also allows you to control access and editing of these documents.
For example, if you have a spreadsheet that should be accessed by your employees, but without permission to modify it, you can do so, which protects your information and ensures that it is not changed.
2. Dropbox
Like Google Drive, the Dropbox has the function of storing and sharing files in the cloud and also starts with a limited storage space in the free version, totaling 2 GB.
Thus, if a company feels the need to expand this space, there is the possibility of hiring up to 1 TB of space in the premium plan. If you have a large issue of digital files and are afraid that the free mode is not enough, the investment may be worth it.
If you've used the service in the past, there's no need to create a new account, as Dropbox keeps previous versions active so you can retrieve previously generated data.
3. Qualiex
Although the qualiex be aimed at Quality management, it also has document management that allows you to control company information within the software itself, without the need for spreadsheets or complicated resources.
This means that all documents are organized in one place that are protected through cryptographic access that also has daily backups to prevent you from losing your files.
As with other solutions, in Qualiex you can also control access permissions so that only company members need to view and edit documents.
4. Doo
O Ltd. It is also a tool aimed at Quality management, but which has the document management option.
It allows you to carry out the entire process of preparing and reviewing documents, as well as specifying who are responsible for them.
The program also facilitates the search for documents using dynamic filters, the opposite of what happens when managing physical documents, which end up taking a long time to locate them in cabinets or folders.
5. Docnix
Another software that makes up the list of quality programs, but with equal dedication to document management. THE docnix, in particular, has a module called MaxDoc that is all about this.
In it, you carry out a process automated preparation, review, approval, publication and notification of generated documents, in addition to monitoring them through the system that follows ISO 9001 as a standard.
By the way, another differential of MaxDoc is that it meets several other standards and certifications and market regulations at national and international level such as RDC, ANVISA, JCI, among others.
6. ZapSign
A ZapSign is a tool of electronic signature with which you can quickly and easily sign your documents using a computer or phone with access to Internet.
To do so, simply upload the PDF file to the platform and invite by email or other online channel of your choice (including WhatsApp) signatories to sign files at the touch of a button.
Once the document is signed, it is stored in the platform, which makes it easier to locate and prove that the subscriptions have been collected in case it is necessary to show it at some point.
Now that you know the main types of document management software, just choose the one that is most suitable for your company.
As we are from ZapSign and we concluded this article talking about our tool, how about checking out how it can help your business organization? Register for free and start using it right now!
CEO of Henshin Agency and digital marketing consultant, fascinated by content marketing and an admirer of Japanese culture.
