Investing in a less than robust document management system (DMS) is fine if you want to eliminate the paper clutter in your startup business. But when your company evolves and your needs change, you might notice that your current DMS software limits your growth rather than enables it. Watch out for these signs to be sure.
If your DMS software hardly receives any updates, you’re bound to experience service issues ranging from buggy document capture to frequent system failures. You also miss out on new features that give you a competitive edge. That’s why you should partner with a top-class provider that offers regular patching, feature updates, and round-the-clock support to make sure your DMS software runs optimally and meets your growing needs.
The software is unintuitive
DMS software that’s difficult to use will cause a slew of problems when your business grows. It often leads to poor adoption rates, extended training periods, and increased costs. What’s worse is employees will likely create tedious manual workarounds for processing paperwork, which hampers productivity and lowers job satisfaction levels.
If you experience these issues, you need to switch to a more user-friendly DMS software right away. There are plenty of DMS providers that claim their product is straightforward, so be sure to sign up for free demos and assess the intuitiveness of the new software before making any decisions.
Ineffective search function
As your document repository grows, DMS must be able to retrieve the information you need in seconds. The problem is most of them have clunky or inaccurate search functions.
Do a couple of test searches to check the accuracy of your DMS software. Is it displaying the wrong results? Did you have to type a dozen more keywords to find a specific file? If so, you should upgrade to a better solution — preferably one that supports optical character recognition and automatic indexing.
No workflow features
Your DMS system is useless unless it can streamline mundane processes. After all, you won’t be able to focus on important projects and revenue-generating efforts when you’re bogged down by things like invoicing, purchase orders, and audits. Fortunately, modern DMS software can be programmed to automatically route documents to the right person so you don’t have to micromanage repetitive tasks.
Standalone DMS won’t be enough to keep you ahead of the curve, but by integrating your accounting, sales, and employee platform into your DMS software, you can bridge the gap between departments and work more efficiently. For instance, when DMS is paired with sales software, you can process customer records, track leads, and identify potential sales opportunities in a single window.
Remote work is impossible
Remote work policies are quickly becoming the norm in a wide variety of industries, especially in the professional service and finance sectors. If your company is using a traditional DMS system that can only be accessed from inside the office, implementing remote work will be impossible. You need a cloud-based DMS solution that lets you access your data anytime, anywhere, and on any internet-connected device.
Scaling is expensive
If you have a traditional, premise-based system, scaling it up means paying more for additional server equipment, storage space, software licenses, and maintenance. This can cost you tens of thousands of dollars a month, so it’s not a smart investment if you’re running on a tight budget.
Again, the better alternative is to use a cloud-based DMS solution that stores all your data in a secure offsite data center that’s managed by a team of professionals for a low flat rate monthly fee. This way, you don’t have to pay for expensive hardware or hire full-time technicians every time you scale up your operations.
Looking for a cloud-based, scalable, and user-friendly DMS solution? Try PairSoft, a feature-rich platform designed to make businesses efficient and paper-free. Sign up for our free demo today to learn more.