Three orange pieces of paper with one black questions mark on them being hung on a clothes line.

Document management systems can be flexible, efficient, and powerful--but only if they have these three things. Let's take a look at what every document management system needs!

Doing Document Management the Right Way

Here's the best-kept secret about document management: the best way to do it is whatever way works for you.

That's right: Document management is all about addressing your company's unique needs, allowing you to tailor a solution to your exact specifications. The result is a system that's every bit as personal as your documents are.

But before any of that can happen, your document management system needs the capabilities to get the job done. Here are three you just can't live without:

Access control

Your documents deserve all the protection you can give them. That's why a good document management system should have a complete arsenal of security solutions, including access control. With access control, you get to determine the level of permission to give to each user in your company.

Audit trails

Audit trails are a document's digital history, and they're a big deal. This document management capability helps you track everything that's ever happened to a file, including involved users and the actions they performed.

Rollback

Make a mistake? No problem--with a rollback feature, you can revert to a document's previous version. This gives you a "safety net" so you don't have to worry about losing previous work when making additions, changes, or edits.

Conclusion

Although there are a lot of ways to do document management, the only "right" way is the one that works best for you. While that requires a little reflection on your part, there are a few key capabilities that can help make a document management system fit your needs--including access control, audit trails, and a rollback feature.

Want to learn more about document management systems and their capabilities? Contact us today for all the help you need!

Why EBP?

At EBP, it’s our mission to help you print outside the box. Beyond copiers and printers, we provide the customized solutions, services, software and workflow that streamline your company’s processes to help you work smarter, not harder.

As your dedicated, full-service partner, our entire team is committed to exceeding your expectations on every level. We are family-owned, driven by family values and proud to be part of the Ricoh USA family group, recognized industry-wide for our organization's excellence in service year after year. Simply put, we’re here to help - every day and in any way that we can. 

 

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