By Maria Morgun
When on the hunt for a document management solution, it can be hard to know which features will be most useful for your business or organization. Although every business is unique, it’s important to choose a system that not only suits your current needs, but can evolve as your needs change.
Long gone are the days of requiring complicated software downloads on each user’s workstation. Now, with a solution that is entirely HTML-based, users can simply access their files and documents using their web browser. Typically, users find it easier to implement a document management system when it has a simple GUI (graphic user interface) that is already familiar to them and certainly all users know how to use their web browser, whether it be Chrome, Firefox, Internet Explorer, Edge, Safari or others.
eQuorum understands this, so to enable easier installation in complex server or client-server environments, we developed a system where there are no software downloads required for any users. ImageSite, our on-premise solution, and Engine-Box, our cloud solution, are entirely HTML5-based.
On-premise document management systems were the norm for a long time, but now businesses and organizations are shifting to the cloud and reaping the benefits — one of which is lower cost. When combining a web-based interface with the cloud, you get a scalable, multi-tenant software that leverages resources for a lesser cost and optimum efficiency. eQuorum offers both an on-premise and cloud solution, at very affordable prices.
eQuorum’s ImageSite is an on-premise, easy-to-use, single source system that is simple to install and is typically implemented in just a few days. Not only does the short installation time save your company money, but also enables users to recognize the benefits immediately.
Engine-Box is a cloud document and workflow management solution, giving users the ease of accessing their documents and files anytime, anywhere. Engine-Box is an effective means of managing a business’s or organization’s digital files and workflows related to those files and since it’s in the cloud, is immediately accessible to any new user.
Productivity can be significantly diminished when users are without access to their files, so users need to be able to access their files and complete tasks from their mobile devices. It’s important to choose a document management system that supports all the major platforms: iOS, Android, and Windows.
ImageSite and Engine-Box both offer mobile access using the web browser on your iPad, Android tablet, Windows devices, smart phones and more. This access permits users to mark-up and collaborate on your drawings and other documents, whether in the field, on the production floor, or even while traveling. Businesses are no longer 9-5 and can’t restrict users to how and when they can access important documents.
For situations where users may not have Wi-Fi or cellular connections, eQuorum’s solutions allow users to download documents and drawings to be viewed in an offline mode. These offline documents are shown on the device as images and not downloaded files, which provides your files with additional security, in addition to the images being encrypted. Security should not have to be compromised for mobile use.
Companies need to ensure their data is protected. But it’s not only employees who need to view files, sometimes its outside vendors or contractors. To prevent just anyone from viewing, printing, editing or sharing particular files, you need to be able to assign permissions or roles to users to restrict/allow access.
This is a critical feature in any document management system. When users get access to files they don’t have permission for, it becomes too easy to accidentally delete, change or lose a file. As corporate intellectual property leaves the four walls of the company due to unfettered access, the risk of corporate sabotage or competitors getting your product can increase substantially.
It’s not uncommon for businesses or organizations to start with a document management system for a single department. The issue comes later on when the company wants to expand the use of the software to other departments, often requiring implementation of a new system and re-training users. This can be a big waste of company time and money.
This is why it’s critical to choose a document management system that is scalable from the beginning and has the ability to perform optimally regardless of whether you’re just starting off with a few key users, or are covering multiple departments with thousands of users. Your system needs to be able to grow with your needs and provide the functionality and security required by larger organizations.
Every company differs in their exact needs or requirements, but one thing remains the same — these five features are important to any document and workflow management system and can help you elevate your productivity, achieve greater results, and grow.