If your office is like most in today’s workforce, it probably has a broad spectrum of document management system needs. Given the diversity of organizational environments in 2021, it is no wonder that there are numerous types of document management systems to choose from.
To figure out the best enterprise document management system to fit your needs, it can be helpful to understand what options exist. The thing is, no two organizations are the same. From large-scale government agencies to local small businesses down the street, all kinds of enterprises rely on document management systems, even if there are few similarities between them otherwise.
1. Digital Records Service
Whether you need document management for a large organization or for a small business, investing in a digital records service can make a world of difference in your enterprise’s overall organization and efficiency. Because there are so many types of businesses out with countless needs, there are also numerous types of digital records services available to meet every unique situation.
2. Microfilm and Microfiche Scanning
One outdated enterprise document management system that governments and other large organizations often use to store historical records is microfilm. Now, with the help of microfilm and microfiche scanning, and state-of-the-art conversion scanners, you can digitize many kinds of microfilm. Not only that but there are multiple options to choose from. For example, you can convert microfilm images into your choice of TIFF, JPEG, GIF, or PDF files.
3. Mobile scanning services
If your organization is facing tight deadlines and hectic schedules, another possible option might be the use of mobile scanning services. With this route, business owners still have document management for small business needs. Still, it is typically more convenient than other options because mobile scanning services provide secure pick-up options. In addition, this can be a great solution if you have concerns about compromising sensitive data. This route can be safer for that, too.
4. Cloud-Based Document Management
Another solid option for those with mobile storage needs is cloud-based document management for small businesses. If you are looking for the most affordable way to approach electronic document management, this is it. Because cloud-based document management does not require the hard drives necessary for other types of storage, you can manage your digital documents as you please freely.
5. Google Drive
Speaking of clouds, one of the most popular ways to effectively store digital files is using Google Drive. One of the biggest perks of this route is the price tag. Although the services will undoubtedly be more limited than what you might experience from professionally outsourced digital records benefits, Google Drive can still offer startups and small businesses an affordable solution until they are more financially secure to invest for larger-scale needs.
For another straightforward software to navigate and share, look no further than Confluence. While the price can be more off-putting than a simple Google Drive signup, Confluence offers organizations powerful tools that incorporate other powerful- like Google Drive, along with others such as Trello and Jira. For businesses that have compliance tracking needs and auditing capabilities, Confluence can be an appealing option.
For an HR document management system that is particularly useful for remote employees and contractors who are often on the go, HelloSign is an innovative solution that offers small businesses the ability to send, receive, and manage electronic signatures easily. Given the amount of legal documentation required when running a business, it would be wise not to underestimate the value of this convenience. In addition, all of the other great tools are also part of your signup. With Dropbox, Google, Oracle, and Evernote, there is no question that HelloSign stands out as a worthy document management system contender.
Last on the list is another document management system with a mobile-first focus. While this might be less useful for larger enterprises, the additional flexibility will appeal to small organizations with more remote needs. One drawback of Quip is that it does not offer an option for task delegation. As a result, you may still have to rely on other document management services to assist in that particular. However, it integrates smoothly with other tools, and it is Jira, Box, and Dropbox friendly.
The document management system that works best for your small business depends on your company’s unique needs. How large is your organization? How many employees do you have? Are they remote or in-office? Your answers to these questions can make a significant difference in which option will be best. You can use this list here as a guide to begin your search for the best document management system.