What Is The Best DMS For SME?

There are numerous reasons why companies should manage electronic files and digitize their documents. One advantage is creating a structure for organizing and sharing information, reducing paper, creating audit trails, the assurance of regulatory compliance, and the facilitation of internal and external collaboration. Document management systems (DMS) enable businesses to electronically digitize, store, manage, and track documents, data objects, and images. DMS offerings come in various features and price tags, depending on whether they are referred to as systems, software, or solutions. We've compiled a list of the best in each category to help you sort through what can be a bewildering array of options.

Cloud: With this service, your documents are stored in the vendor's cloud, ready for mobile access whenever you have internet access. Still, it's often a cost-effective option that includes system management and updates, as well as cloud backup.

On-premise: Because the DMS is installed on your server, you have more flexibility and are not limited to contract-level storage. However, the initial investment may be intimidating, IT maintenance may be extra, and you'll need to implement a backup protocol if your server fails.

Hybrid: This on-premise/cloud combination can give you the flexibility to use the cloud for some document types while avoiding migrating legacy content that you don't need mobile access to.

When looking for the DMS options for SMEs, the key factors to consider are:

Security: The security aspect is your ability to have control access and a set of permissions for all the documents and files in the system. It is critical to evaluate how these files are securely shared internally and externally. Another consideration is the level of security that protects your data wherever it is stored. If you're considering a cloud solution, make sure the vendor's data center security is adequate to protect your data and any industry regulations.

Scanning: If you're drowning in paper, look for a system that allows you to scan large amounts of documents while also allowing for automated naming, filing and handwriting detection software. Optical Character Recognition (OCR) is one potential feature that converts scanned documents into editable and searchable files.

Search: It is prudent to ensure that, regardless of how the system organizes your files, search capabilities allow full-text keyword searches within files (not just by title).

Collaboration: To what extent do you need to empower internal and external collaboration? While version control, editing, and electronic signatures are common DMS features, some systems also include workflows, co-authoring, task management, alerts, messaging, and other features.

User-friendliness: You want as close to 100% system adoption as possible. Make sure the tools and interface are user-friendly and intuitive so that your team can use them efficiently.

Mobility: If mobility is vital, look for a system that is compatible with all devices. Consider one that includes an app that simulates the desktop experience.

Integration: The DMS offerings we reviewed have a wide range of integration capabilities. Determine which systems your DMS will need to integrate with. For example, you may want to avoid moving files from existing cloud storage, or you may need to connect with your CRM, content management system or accounting software.

Support: Just like any other vendor service, make sure you understand how support is provided. Most of the vendors we looked at the provided email, online chat, and phone support, though hours were sometimes limited. Some only offer support through a ticket system. Choose one that corresponds to the level and type of assistance you will require.

So, what is the best DMS for your SMEs?

Docupile is one of the best document management solutions on the market, assisting individuals, small business owners, and enterprise-level companies organizing data and files online.