The Best Cloud Document Management Systems for Businesses and Individuals

We highlighted what makes a DMS stand out in the crowd in this blog: The Best Document Management Software for 2019. A couple of years have gone by but the questions that will help you determine the best solution for you will remain the same: Which Document Management Application is the best currently? Do I choose... The post The Best Cloud Document Management Systems for Businesses and Individuals first appeared on Docusoft.

The Best Cloud Document Management Systems for Businesses and Individuals

We highlighted what makes a DMS stand out in the crowd in this blog: The Best Document Management Software for 2019. A couple of years have gone by but the questions that will help you determine the best solution for you will remain the same:

  • Which Document Management Application is the best currently?
  • Do I choose Cloud Document Management Software or Desktop Document Management Software?
  • Which document management system would suit our filing structure?
  • Is it GDPR compliant?
  • Does it integrate with all documents types that we use?

Docusoft is constantly evolving its solutions to bring you all the features you need to manage your documents and practice under one umbrella!

Docusoft is one of the best cloud Document Management Systems available. It is also the solution of choice for many Accountancy and Insolvency firms, both large and small. We work closely with industry experts to understand the needs of the accountancy and insolvency sectors. We keep track of how these industries are evolving and how these are affected by ever-changing business environments and regulations. This helps make sure the Docusoft document management system meets your business needs.

2020 and early 2021 was especially challenging for us all! Despite these challenges, this period also offered opportunities! Solutions to problems presented by the pandemic have transformed business operations. A notable accomplishment for many businesses was the switch from office-based working to working-from-home. Our clients were pleased they made the switch to a platform that allows users to continue working anywhere, without interruption, on a cross-platform and intranet independent solution.

Now is good a time to consider why your business needs a document management system! If yours does not use a DMS or you are starting a new firm, consider how best to implement a DMS and CRM solution for your Practice. If you are looking for further justification, find out why a DMS is good for business.

Here are some basic points to consider before your implement a Document management system:

Filing documents

When choosing a cloud document management system, make sure you can save documents you receive and create easily. Look out for features that let you save documents from the software applications you use every day – emails, spreadsheets, etc. Also, look for features that support scanning paper documents too!

Documents filing structure

How you organise the folders where you store documents is called your Filing Structure. To make it easier for your staff to adopt the new solution, the filing structure in your document management system should follow a similar design to the one currently used by your firm. It makes the transition to the cloud easier and means users will be familiar with one aspect of the new system.

Document Search

Modern document management systems offer many different methods that make searching for documents quick and easy. You may need to experiment with a few to see which search tools suit you best. Search for file names, dates, or other categories of ‘metadata’. When the results are displayed, it should be possible to narrow the search by filtering to refine the results! These features will make it easier to find the documents you are searching for. Other criteria can also be used to search document text (OCR), document type, description, keywords, etc.

Other factors you can consider when choosing or moving to a new cloud document management system:

  1. Can the system be set up to automate business workflows? Can predefined workflows be triggered by using deadlines and event dates, or by assigning documents to specific users and their roles?
  2. Will it integrate with other software applications your Practice uses or is planning to start using?
  3. Are there sufficient access controls in place to secure the system? Department, roles, etc.
  4. What other features does your Practice require?
  5. What other features does the system offer?

a) Are documents easily shared and delivered securely to clients?
b) Can these be reviewed and -e-signed?
c) Does the system send automated email reminders?

How is the information stored on the system secured? Is it backed up and is it encrypted?

The post The Best Cloud Document Management Systems for Businesses and Individuals first appeared on Docusoft.