Document management systems (DMS) software allows businesses to streamline paper processing, save costs, and improve data security, when used properly.
Even if you’ve been using a DMS software for years, it’s a good idea to regularly evaluate its performance to make sure you’re getting all the expected benefits. If you notice any of the following signs, it may be time to switch to a new software provider.
DMS software without any cloud functionality may have been the only option in the past, but it requires additional hardware equipment, power and cooling, and full-time technicians.
Cloud-based DMS software stores your data in offsite servers that are looked after by a team of technicians who aren’t on your payroll. The best part is cloud software allows you to access your files from any internet-connected device, so you can work wherever you go.
When you experience issues with your DMS software, you need support right away. Top-notch providers offer same-day customer support via email, phone call, or a dedicated customer portal.
They even release regular software updates and patches to give you new features and protect you from a wide range of threats. If your provider doesn’t offer these services, you should consider other options.
Some providers offer a-la-carte options, which is great if you have specific requirements, but can also drive up costs if you’re not careful. You could end up paying extra for features, maintenance, and support that should be included in a basic subscription, causing your bill to fluctuate month to month.
If this is the case, opt for a more trustworthy provider that offers their services for a reasonable, fixed subscription fee.
Inefficient document capture
If you’re sorting, indexing, and inputting data into your DMS software manually, that’s a problem. The ideal software should be able to process scanned documents and automatically classify them for fast retrieval.
It must also have advanced document capture features like optical character recognition, form capture, and barcode scanning.
Considering that your most sensitive data is stored in DMS software, you can’t afford to have lax security measures.
The most fortified DMS software options come with military-grade encryption, advanced threat prevention, and access management systems that allow you to restrict access to files based on job roles, departments, and devices.
But the software shouldn’t be the only thing keeping your data safe. In addition to robust security features, your provider must also offer round-the-clock security monitoring and back up your data in multiple geo-redundant servers.
Not all providers have these services, so make sure to review how your current one protects your data.
The most feature-rich software is useless if users don’t know how to use it. If six months after implementation your employees still find it difficult to use your DMS software or are purposefully avoiding it, that’s a bad sign.
DMS software should be simple, clean, and intuitive. All the features you need, including scanning, storage, and workflow automation, must be in a single interface rather than multiple windows.
What’s more, your DMS software should be able to work seamlessly with a wide range of operating systems and apps.
Minimal industry experience
Industry experience is everything when it comes to supporting a document management system. Some DMS providers claim to offer platforms that work for any industry, but they usually lack custom software features and in-depth knowledge.
What you need is a DMS provider that has experience working with companies in your industry and has the track record to prove it.
They should also be well-versed in compliance initiatives like the Health Insurance Portability and Accountability Act (HIPAA) if you’re in healthcare or Family Educational Rights and Privacy Act (FERPA) if you’re in the education sector.
PairSoft is a robust DMS software designed for the education, healthcare, professional services, manufacturing, nonprofit, and hospitality sectors. Check out our case studies to see a full lineup of all the organizations we serve. You should also sign up for our free personalized demo to see whether our solution is right for you.