In today’s office environment, document management is possibly the most time-consuming task that employees have to deal with. It has become an essential part of any business that deals with computer or paper files. In the 2019 Document Management Software Market, there are numerous solutions and packages available, but you should choose carefully when making the decision to invest your time and money in purchasing a document management system. Most of the software packages available today have the same features. They have a database to store the basic information, straightforward scanning software and some integration features. One problem with these document management packages is that you are ensnared into using their software to access the database and retrieve your documents, and you will possibly require a separate computer to run the software package and that you must have a database for document management. This is not exactly true. In fact, there are some apparent disadvantages. Firstly, databases increase the difficulty in setting up your system, and they use more computer resources and processes and if the database becomes corrupt, which in the world of computers, is entirely feasible, then everyone’s documents are potentially lost at the source. Perhaps the biggest disadvantage in using a database driven package is the integration options. Your files and documents are locked and can only be accessed by programs the document management software system integrates with and if you ever decide to change the software, then you have to discover how to get your documents out of the database. Not easy. There are solutions, however. Companies such as Lucion and others have document management software which integrates with nearly any Windows program, so you can access your files and documents as easily as if you were using a Windows program directly. To make your system functional, you should be able to use the Save/Open function to gain access to your ‘electronic filing cabinet’ seamlessly and retrieve any document without having to depend on another piece of software. Everyone knows the problems involved in saving files on your computer. You have to think of a unique name otherwise you run the risk of overwriting a previously named file. Fortunately, Windows does give you the opportunity of changing the name prior to executing the “Save” function. How many of us have hit the button by mistake, only to discover that the named file already existed, and you have just saved a newer file over the old one which you really wanted to keep? The old one is gone forever. Wouldn’t it make sense to have a document management system which allowed you to decide at the start what the naming convention should be and then let the software take over and suggest names for the file? When it comes to document management software, it should make life easier for the user. It should be well-structured, have a search engine, and include PDF tools. Investigate all your options before deciding on a system, and possibly making a costly mistake.
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