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Before you choose a system, identify your unique business requirements and the features that are important to you. Find out, for instance, if you need an application to manage and store your files that can be integrated with other systems such as accounting or email. Or, if you’d like to be able create new documents on the platform. If your company operates in an industry that is subject to regulation, be sure to evaluate whether the document management software meets the requirements of regulatory agencies like HIPAA or Sarbanes-Oxley.

Evaluate storage capacity and ensure the system can grow as your business expands. Additionally, ensure your system is equipped with a powerful document capture feature that is able to efficiently convert paper documents into digital files. Also, consider the system’s ability to index and categorize documents using relevant metadata and precise tagging that allows for quick search and retrieval of any type of file.

Look into a document management system that permits simultaneous sharing, editing and collaboration with coworkers or outside parties. Also, you should consider the capability of a system to keep track of and manage version histories as a key aspect for businesses working in highly regulated fields, such as the healthcare or pharmaceutical industry, that must adhere to strict standards and regulations.

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