document management texas

Implementing a document management system (DMS) in your business is a challenging task and one that shouldn’t be taken lightly. If you have decided to invest in such a system, you need to consider several factors to ensure that you’re getting the maximum out of your investment. Ensure that the system is secure, and you can do that by enlisting the services of a cybersecurity and risk management expert that can help you gauge the efficacy and safety of the DMS.

Don’t worry if you have no clue about a document management system; we’ll help you look for the needed things in a robust and efficient document solution.

Cloud Storage

If you’re choosing a document management system, you need to ensure that it has cloud storage functions as a central hub to store all your files safely. Also, you need to ensure that the software provides good connectivity to the cloud storage. You need to access your files anywhere and anytime you like.

 

Some systems provide a hybrid of web browser access and mobile applications to give you the option of accessing your central hub, while others provide a singular option. Some software has a limitation on how much you can upload from a particular location. Some are more secure than others. You need to keep all these things in mind when choosing a document management system.

Scanning Options

One of the most obvious reasons for getting a DMS is to get rid of the tons of paperwork sitting on your desk or office space. A good DMS will come with scanning software that’ll help you move your physical documents to a cloud storage hub. The feature is handy for businesses who use a lot of physical paperwork in their daily routine and want to scan and store them online at the end of the day. This ensures that important information is not lost, as physical paperwork is susceptible to damage.

Built-In Editor

The built-in editor is another great feature to look for in a modern DMS system. The feature will allow you to make any necessary edits and changes without downloading the documents and opening them separately, then do the edits and save them again. Such a feature will also allow you to create new documents and store them on the cloud storage system.

Version Controls

Another essential feature in a quality document solution is the document version control system. It allows you to access a list of people who have changed a particular file. It also helps you identify the changes that have been made and when they were made. You can understand the lifecycle of the document and ensure that vital information is not lost during the process through this capability.

a person accessing a DMS

If you’re looking for quality document management solutions in Texas from a reliable vendor, then check out the services provided by 3i International. We provide comprehensive and secure printing and copying solutions that are not too heavy on the pocket.

 

We also help businesses in various industries with their cybersecurity risk management, cloud infrastructure management, proactive Austin, Houston, and Dallas IT support, and more. Get in touch with us today to get started with quality tech solutions for your law firm or small business.