Which top 5 features trend as the most important to businesses looking to buy or replace their document management software? Read on to find what we've found over decades of experience and in working with hundreds of customers.
1. Secure Document Storage
Document access should be permission-based at the group, user and even document level. Your documents should be centrally stored and accessible from any location, at any time. Documents stored in the Cloud are also safeguarded from disasters at your company’s location.
2. Retention Compliance
Retention features enable the assignment of multiple retention schedules for documents, as well as scheduling automatic electronic destruction of files. This ensures your company remains compliant with government regulations and/or organizational policies.
A web-based solution can be deployed as Cloud SaaS (Software as a Service) or Licensed on Premise. A responsive design provides a tailored user experience based on the device being used; computer, tablet, or phone. Mobile document management software should be compatible with all modern browsers including; IE, Microsoft Edge, Chrome, Firefox and Safari.
4. Integration / API
A document management software designed with an 'open' architecture in mind, meaning that data/documents can easily be exported out of the system, can be migrated to any other system. It’s important that your documents are not compressed or altered in any way and that they can be extracted out of the software in their native, original format.
5. Point-and-Click Configurability
Ideally, the document management software you choose is developed, published, and implemented by the selling vendor. As such, a resident IT Team can provide fully customized development to meet virtually any requirement or platform. If the vendor, or re-seller, is unable to perform customization you may be stuck with out-of-the-box features or be forced to work with third-parties to achieve customization.
We can share so much more information to help you evaluate your document management software needs. Please contact us today!
The ViewCenter system has transformed our business and enabled us to serve both our global staff and our customers much faster and more efficiently.
Andrea Zublin Administrator,
ViewCenter is one of the best tools I have ever used! I was looking for a solution that would allow me to easily scan and store numerous documents and make them readily available to my customers without having to manually index each document. . . . Not only are my documents now digitized, no one had to manually index them, the OCR function works great and continues to improve the more you use it. . . . If the quality of the product were not enough, the level of customer and technical service I receive is outstanding!
We hired ICM Document Solutions to help us get a handle on our historical documents and establish new document management practices that will enable us to drive a more efficient future for our business.
Jerry McKechnie Quality Manager,
Our use of the ICM solution has helped us reduce our backlog of paper records and increased efficiency in document retrieval. Additionally, the ICM solution helps Hawker towards its goal of a 30% reduction in its carbon footprint.
Jim Meszaros Quality Manager,
Hawker Pacific Aerospace
The ICM ViewCenter saves time and expedites the invoicing process that in turn helps keep cash flowing in for accounts receivable.
Carl Shultz Vice President of Finance,
Marana Aerospace Solutions
ICM has been a long-time aerospace document scanning specialist for UTC’s Phoenix AZ facility. More than 7 million pages of documents have been scanned for UTC over a 15-year period. As such, UTC’s management asked ICM for assistance with digital storage of its traveler packets.
Accounts Payable Department UTC Aerospace Systems
It has been a joy working with you on this project, and we constantly speak highly of the work you did for us.
Everything is looking very good and our reintegration of the image files into our system is going virtually flawless.
Dana P. Hlavac JD CPM Deputy County Manager,
With electronic document scans we don’t worry about misfiles anymore. Retrieval is easy and quick. Plus it’s much easier for the public to access documents, which reduces the need for clerk-provided assistance.
Virlynn Tinnell Clerk of the Court,
The college chose ICM ViewCenter for its replacement solution. As a Web-based and open architecture document management software, ViewCenter has proven to be secure, flexible, easy to use, reliable, and scalable. Some features important to GCC were version control, and retention control, all of which ViewCenter handles with modular plug-ins chosen to suit each customer’s needs.
Isaiah Washington IT Manager,
Glendale Community College
ICM applied its experience and expertise to devise a solution for the Nogales Unified School District that digitized 100 years’ worth of paper records, and provided a tool that allows the district to retain, search, find, and retrieve records easily and efficiently.
John Utne Director of Student Records,
Nogales Unified School District