Implementing new technology can be challenging, especially when there is so much at stake. It is crucial to properly handle financial information. Finding the right electronic document management (EDM) service is the first step in avoiding theft or data breaches. Knowing what to look for when selecting the best document management service is key.
What exactly is a document management service?
An accounting-based document management service will allow electronic management, storage, retrieval, delivery and authorization of financial business documents. It promotes efficiency and an added layer of protection of financial documents, reducing manual data entry which can produce errors.
These are a few things you should consider when searching for the right EDM system:
Although the risk of a cloud-based storage system may seem daunting, most of these systems have proven to be efficient and safe. Being able to retrieve your documents from anywhere in the world, especially if you have a disaster and cannot get to your offices keeps your productivity levels high, and your office in operation even when you are displaced.
Many accounting offices work on multiple systems to gather and keep track of the data they need. Although it may be tedious, the right document management system will be able to combine your platforms into a customized solution just for you.
The system should be able to be transported to any location you move to. This is essential in ensuring all your documentation stays intact. Companies need that added flexibility to deliver top-notch services.
Any document management system you consider should be compatible with major accounting systems. This will allow you to process documents quickly using your ERP system, and it provides an audit trail of any financial transactions that have taken place.
The end user support base must be strong. EDMs are costly, and if there is not ample support, it will be a waste of time and resources. Initial training should be available, in addition to ongoing support when there are questions or issues that arise.
It is good to find out who has used, or is still using the system. The system manufacturer should be able to provide a listing of who is using the system with no glitches or problems. This helps build credibility and should be a major decision-making factor.
Finding the right document management software that will meet all your needs is difficult. You should strongly consider using the services of an IT provider like Sterling Technology Services that can customize your system for your organization without worrying about whether or not your system will have everything required for daily operations.
Sterling Technology Solutions is the trusted choice when it comes to staying ahead of the latest information technology tips, tricks, and news. Contact us at 704-271-5001 or send us an email at firstname.lastname@example.org for more information.