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8 Things A Reliable Document Management Solution Needs
- March 26, 2015
- Posted by: Admin
- Category: Blogs, Business Intelligence, Business Process Management, Document Management
Electronic document management solutions bring order to chaos and, by storing files electronically, empower businesses to organize, share, edit, and track them efficiently. They can also adhere to compliance requirements, work from multiple locations, support a team working remotely, and seamlessly interact with vendors and customers.
With the right document management solutions, companies are able to not just boost productivity but also increase profitability. But, how do you locate a reliable service provider to partner with? Here are 8 characteristics you should look for in companies offering electronic document management (EDM) solutions.
- Easy to use: Usability is a criterion you cannot afford to ignore when selecting an EDM solution. Generally speaking, most employees resist change and are usually wary of using any new technology. Unless the document management software is user-friendly, they will be reluctant to adopt it and look for ways to get around it.
- Customized Configurations: A truly effective document management system is one that adapts to your preferences instead of asking you to accommodate to its limitations. If an EDM’s user experience cannot be customized, look for one that will take your needs into account.
- Well Organized: The success of any EDM solution depends on how well it is organized. If it’s too complicated, retrieving a file can become an exercise in frustration. Look for document management solutions that support keyword search and assign relevant metadata and tags so that a file can be identified and pulled up in a matter of seconds.
- Cloud-based: If your business relies on remote working, the EDM solution you implement should be cloud based and mobile friendly. This way, employees can access relevant documents from anywhere and collaborate with other members of the team effortlessly.
- Secure: Every company has information that is sensitive in nature. Efficient document management will offer measures to prevent security breaches. Some of the simpler features would include asking for permission before viewing a file or restricting the access of confidential files to top management only.
- Disaster Recovery: Physical documents, or even ones that are stored on your system, are vulnerable to accidents, natural disasters or technological glitches. Catastrophic data loss can wreak havoc and it might be months, even years, before the company is able to recover and get back on its feet. A document management system can keep you protected from such a disaster by backing up all your files in a remote facility.
- PDF Conversions: If an EDM system can easily convert files to a PDF format, they can be shared with clients, customers, vendors, and employees. Also, it helps streamline day-to-day office tasks by allowing users to scan PDF files into existing documents and create new files.
- Compliant: A good document management system should offer tools like user access controls, audit tracking and reporting, and document retention policy enforcement. This will help your business be compliant with internal policies and regulations.
The traditional methods of organizing information are long gone. For a business to be relevant in modern times, it’s important to consider a good document management solution. So look around for a reliable partner that will help you stay one step ahead of the competition.
Client Says
We are implementing Plasma Ag Solutions across our network of locations. Plasma Ag provides several capabilities that stand out for our users such as Programs, Rebate management, and Inventory tracking. It is quite difficult to track margin information on crop protection products in our industry so our Owner Operators love the transparency the system provides. We utilize the system to professionalize our support to the network and it has become a bit success with all of them.
Several hundreds of our retail locations and joint ventures use Plasma Ag solutions as a part of their core operations. Plasma solutions provide very useful tools and deep insights to users – including tracking customer transactions and financial information. Their applications are tightly integrated with CRM, ERP, Accounting, and our other mission critical IT infrastructure and third-party systems. The dashboards provide rich analysis and insights that helps us adjust to the changing markets.
Plasma Ag solutions have been a tremendous asset to our operations. They offer powerful capabilities such as managing Retail programs, Products, Programs, local discounts, and wraps. Ability to track inventory at physical locations, calculating true and average costs, rebates and accruals on user-friendly and simple interfaces has helped us and our retail customers adopt Plasma Ag solutions quickly.
Our software, system and processes used to be an old struggling engine. Plasma team solved all that. With exceptional training and planning, their consultative executive team down to their support team executed the deployment with first-class speed and professionalism. Their platform not only removed all the pain points in my division, but also created a ripple effect benefiting my entire company.
It has been my experience that Plasma has the technical expertise, commitment, and work-ethic to deliver best-in-class solutions that allow business owners to fully realize business strategies and objectives. They work in a highly professional manner to ensure that the clients’ requirements and recommendations are fully realized. I would highly recommend Plasma for any web enablement initiative that you may be considering.
Plasma has been a smart choice for us as our online business partner. I don’t even consider our work with them outsourcing because Plasma management takes the time to truly understand our business and is able to direct its technology resources for the most efficient and quality output possible. I don’t think you can say that about many companies in their space.
Plasma has been a smart choice for us with our online requirements. I would recommend them to any company looking to better manage their online presence.
It has been my pleasure to work with the Plasma Team since August 2008. We have completed three major builds and multiple smaller projects in this time. I heartily recommend Plasma Comp to anyone needing a workable, practical and effective system solution. Plasma’s Q&A process was extremely thorough. They quickly understood what was needed and then worked the process with pointed and penetrating questions to ensure they had the entire picture of the finished product.
I think Plasma has come a long way in embracing our philosophy of becoming more agile, both leading and following in this area when necessary. The teams have been very open to change and have a great attitude. I have no complaints!
Plasma is a great vendor to work with. They took us from an email-based process to a fully designed, web-based workflow. They have dramatically changed how our devices are certified to be used on our network and they will save you time as well! One of the many processes in our current environment has saved us so much time; from four months down to a few days!
