4 Things Every Document Management System Needs

Man smiling, holding up four fingers.

The magic of document management systems is that no two are exactly alike. However, when it comes to the basics, there are a few things every document management system needs--and without those things, you could be missing out on all kinds of benefits. Here are four must-haves for any document management solution!

Document Management Must-Haves

Your industry, company size, workforce set up, and unique needs will determine exactly what your document management system looks like. Certain elements, though, are common across all systems--and if you overlook even one of these elements, your document management could suffer.

Here's a look at four document management must-haves!

#1: Document control

Controlling documents is no easy task. To stay on top of different versions, authors, and more, it's important for your document management system to include all the "document control" tools necessary to keep teams on the same page. This saves you from working with outdated information or causing bottlenecks in your workflows.

#2: Cloud access

Cloud access allows you to edit, update, or share files from just about anywhere. Without it, your digital documents might end up trapped in one place, doomed to be utilized only when you happen to be sitting at your desk.

#3: Security

Security is a must-have for just about every business solution, but it's especially important for your document management system. Your security options should include tools like password protection and user authentication to keep documents safe from prying eyes.

#4: Organizational techniques

Document management isn't document management if it doesn't help you stay organized. Your system should come with organizational techniques based on your needs--for example, files ordered by creator, content, or keyword.


Although no two document management systems are exactly alike, they have some things in common--like cloud access, security, organization, and advanced document control. Without these things, you could be missing out on all kinds of benefits--so make sure you've got all the must-haves!

Want to learn more about document management? Interested in designing your own system? Contact us today!