The choice of your document management system can significantly impact your day to day business efficiency.
If your company works in a field where you must send and receive large digital documents regularly as part of your routine processes, you have only
limited choices for transmittal of the important files. Email is quick and convenient, but it is not capable of handling very large blueprints or CAD files,
for instance. FTP, or file transfer protocol, is another way to send and receive large digital documents, but it has its drawbacks. Many of the software
programs for FTP are hard to use and time consuming as well. In addition, both email and FTP files are not particularly secure; they can be hacked by
those who want to see your confidential information.
This leaves the option of using a courier service for mailing documents, but with this system you have a much higher cost due to printing and shipping
expenses than sending your files digitally. It makes sense to select an electronic document management software that offers the security and
efficiency you need to make it cost effective for your architecture, construction or engineering firm.
There are several features that you will want to look for when you are choosing document management solutions for your company. Digital and
automated file transmittal should occur in a very short process, much like adding an attachment to an email message. The document management
software should also run on common operating systems, including Windows, MacOS or Linux. In this way, you will not need to take time out for
training on how to use the system, and it will increase your productivity every time you use it.
Better electronic document management systems should also include a tracking feature to help you stay on top of your work load. At the very least, it
should come with a date and time stamp. This will show exactly when someone made changes to a document, helping you to keep the entire history
of the large file straight. The system will also need to