What are the Features of Good Electronic Document Management Software? April 2, 2010

After convinced about the benefits, if a company wants to install software, it is need to search for a good Electronic Document Management Software. There are a lot of software are available in the market. Different companies make different software with special features to fulfill the requirements of different companies. However, some features make software a good one.
Here the features of a good Electronic Document Management Software —
•    A good EDMS have to maintain a warehouse for the electronic documents.
•    It must have a searching option for searching the documents.
•    It must have the ability to incorporate with other software that used by the company for other purposes.
•    It must have the ability to put all the documents into a defined workflow.
•    It must use four Ws (Who, What, Where, When) to supply audit data.
•    It must have to comply with regulatory requirements such as retention, backup, security etc.
•    It must have use logical archive and physical archive for document and information storage.
•    It must have a workflow management to automate the flow of documents and information in the work process.
•    It must have to contain technological solutions for electronic capture, indexing and permanent storing of formatted output data (printed pages) in electronic format.
•    The check-in and checkout process must be simple and quick.
•    The ability of previewing a document before actually checking the document out of the vault is a good of an EDMS.
•    It must have a useful method for ensuring or checking unauthorized access to documents.
•    Document storage system varies from organization to organization. Therefore, a good EDMS must be flexible enough and customizable enough to suite an organization’s needs.
•    An organization has different departments. Therefore, an EDMS must have the ability of interconnecting different departments of the company to store the documents in a central warehouse.
Different software may have different special features but this are needed for making an Electronic Document Management Software a good one.