Things to Consider Before Developing a Content Management System

Content Management Systems are increasingly being adopted by businesses worldwide. EDMS (Electronic Document Management Systems) enable users to digitalize their paper documentation. EDMS ensure better data accessibility, cost saving, easy data search-ability, data security, integrated storage, easy data editing and processing. But what features should you make sure your digital document management system has? Let’s start!


Are you and the Management System compatible?


Any EDMS that an organization plans to adopt must always be compatible. The system must be compatible in terms of the organizations existing IT system and computers. It will save the organization a major shock of the system not being compatible with its IT mechanism and also save a lot of money.


Ease of use relative to the tech-savviness of the employees


There’s no point in spending bucks on a mumbo jumbo technology that frightens the actual user. A system that is more technical than the employees can handle will render the user completely non-productive. Always make sure that the system is only as complex and technical as the users can handle. A complex EDMS will only result in frustrated employees.


Must have sufficient security

A Digital Document Management System is vulnerable to cyber impeachment through both internal and external sources. The disaster recovery plan of the EDMS must be highly reliable and secure backup at multiple sites. It should be cloud compatible and immune to cyber invasion or computer viruses.


Should have an Internal Communication Module

Communication within the teams is vital for organizations to progress. An internal communication module enables integration of the information exchanged between employees and makes it readily available. An internal communication module streamlines correspondences between different members of the organization. The module should allow the users to upload, revise and edit files.

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The EDMS must be Scalable


To avoid the need to change the system as the organization grows, make sure that the system provided by the document management service provider is scalable. The system must be able to meet the demands of the growing organization without any storage capacity, computing or processing limitations.


Web Access is foremost


The EDMS must have web access! This is because it is necessary for creating cloud backup of the digitalized documentation. Another significant utility of this feature is that employees will be able to access any piece of information anytime at any place. This will be convenient for the users as well as create telecommuting opportunities.


A best in class SEARCH feature


Quick and easy retrieval is one of the main reasons for switching from paper to digital. The purpose of an EDMS dies if the data is not reached in time. So the system must have a robust SEARCH feature that readily makes the required information available to the user.


Not everyone must see everything!


The content management system must have restricted access to the sensitive and confidential information of the organization. The system must be able to deny access to the unauthorized users at the sensitive information levels.

This will ensure data protection and security.