5 software document storage, records management, quick search

Are you spending hours to search for, retrieve records when you need to? Or the condition of lost documents out as “rice dinner”? Instead of drowning in piles of papers, software document storage for business management, archive, search, retrieve and share the resume entirely online.

Track your articles Lac Viet Computing to see the review details 5 app store free material and has free best market.

1. Physical storage can make the document paper has become a burden?

In the context of modern business, the storage material by traditional methods gradually become a challenge. When businesses expand, the number of paper documents increasing, resulting in the need for the storage space larger, the cost of higher management and processes, access to information becomes more complex. 

When the business still depends primarily on the method of storage traditional materials (papers, records), they often encounter the following limitations:

• With the amount of material increased steadily over time, finding enough storage space and safety is not easy, but also expensive.
• The search, though the material in the “mountain” paper records takes a lot of time and effort, especially when documents are not classified and scientific arrangement.
• Characteristics of paper documents is prone to loss or damage due to agents such as fire, water, insects, or simply due to the process of regular use.
• The share document with colleagues or partners in the far requires to scan, photocopy or transfer of materials physics, time-consuming and less effective.
• Tài paper documents easily stolen or leaked information, affecting the safety and security of the business.
• Printing, photocopying, storage and management of paper documents much expensive cost than the storage of electronic documents. These costs can increase over time, causing financial pressure for the business.

Perhaps the “loss” of financial, space, and too much force has led the business has stopped managing storage material according to the method of traditional physics. Instead, they gradually move on to use the software stored electronic document can solve all the problems in the past, such as storage space, find information, share documents, security, and cost.

2. The role of software document storage in the era of digitization

Follow statistics of IBMthe company deployed storage software documentation, integration, artificial intelligence and automation-life violations shorter than 74 days and save $ 3 million against the company not deploy.

In the era of digitalization, management software, document storage becomes the optimal solution for managing business information. Not only helps to save space and cost hosting software also brings many advantages such as:

For administrator level

• Document management focus according to the system helps managers to easily monitor and control.
• Reports automatically, access subdivisions, and integrated into all operations management workflows ensure that all documents are managed in a secure, transparent.
• Lets check out the reviews quickly without losing much time “diving” in physics papers. 
• Track and analyze data right on the dashboard overview, management can take out the strategic decisions based on accurate information.

For employees

• Instead of losing time looking for documents in the filing cabinet or rummaging through dozens of folders, with software document storage employees can access and fast search
• Employees can access documents from anywhere, at any time, as long as there is Internet connection. This helps to maintain the working circuit continuously, to avoid interruption source of information, even when not at the office.
• Employees can share documents, work together on projects and updates information in real time.

3. Top 5 software document storage best record 2024

3.1 Phần mềm lưu trữ tài liệu LV SureDMS

LV SureDMS là giải pháp quản lý, lưu trữ tài liệu, hồ sơ công việc linh hoạt giúp doanh nghiệp giải quyết khó khăn trong việc lưu trữ, tìm kiếm hồ sơ, đồng bộ quản lý dữ liệu. 

The ultimate goal of Communication is to create a system of private safety to create, backup, access to all records, documents, files, folder, folder work from any device.

Khi sử dụng phần mềm lưu trữ tài liệu LV SureDMS, doanh nghiệp hoàn toàn xóa bỏ tình trạng phân tán dữ liệu, các thành viên của nhóm/phòng ban cộng tác hiệu quả hơn trong kho tài nguyên chung.

Highlights

• Document management work focused on 1 single system and storage organization in the directory tree.
• It allows the storage of various document types such as text, images, videos, audio files, and other formats as required for work.
• The system indexes documents according to the specific structure of each business model, with integrated management of the physical location of documents in the repository.
• Allows search by keywords, document type, job profile and search by content in the document.
• Share documents to 1 or more individual/department via email and your internal social network.
• Employees are allowed to interact, share, make comments, comment with respect to the document based on the level of decentralization.
• Integrated with many other applications, retrieve data stored to focus on 1 single source & may visit from 2 directions (the direction from the business & now in inventory documents).

Giải pháp quản lý hồ sơ – tài liệu LV SureDMS chuyên nghiệp

Support the organization of goods 100% record storage

• Allows to create a new storage profile with full information according to standard Dublin core.
• Cho phép lưu trữ nhiều loại định dạng (văn bản, hình ảnh, video, tệp âm thanh,…) theo nhu cầu công việc.
  
• Supports manage both paper records and records digitization, information management, storage location, condition of your existing profile.
  
• Integrated with devices of chemical profile that helps to digitize records in 1 mouse click.
  

Preserving the safety profile, adjustable, easy to

• Organization data, multi-level: Stock the shelves and boxes of records according to the structure by individual organizational model.
• Support organization storage warehouses in many different positions and decentralized management independently on each repository.
  
• Technology integrated Barcode/ Qr code/ RFID to manage profiles and profile components.
• Assist in the category profile filed hosted, pattern sheet contents of the profile in accordance with the standards of the Department of archives.
  

Exploit convenient use anytime, anywhere

• Quickly view documents online without download.
•  Có công cụ hỗ trợ: chỉnh sửa, xóa, di chuyển, sao chép, tải tài liệu, đánh dấu yêu thích,…
• Allows search by keywords, document type, profile and search by content in the document.
  
• Lets borrow/pay online profile through software or mobile application.
  
• Integrated approval process a request to borrow online and automatically revoke access to records upon expiration borrow.
  

Management flexibility using intuitive tools

• Status management, warehouse operators, document management loan – pay and policy loan payment.
• Allows decentralized multiple levels and limit the rights of users to be granted access in order to control the approaches to the material according to density different.
  
• Allows transfer data from excel file cataloging record storage into the system.
  
• Integration with other systems to unified storage profile focus 1 place.
  

Xem chi tiết tính năng LV SureDMS

3.2 software stored profile CoDX Document

CoDX Document is a software solution is designed to meet the needs of document management, records storage, work of the enterprise in the era of digitization. 

Storage software profile CoDX Document allows the management of diverse financial system data record from the form administration, personnel records, business documents, technical information for the financial statements the business.

Highlights

• Store information, document file records according to standard Dublin core.
• Integrated management of the physical location of materials in the warehouse (similar to the library manager): the drawer, shelves,...
• Allows search by content in the document, keywords, document type, job profile.
• Automatically extract the content in the documents (files, images,...) in OCR technology.
• Decentralized multiple user level and limit the rights of users to be granted access.
• Members can rate stars & comment (Rating & comment) to assess the degree of usefulness of the document.

3.3 software document storage free C-Office

C-Office is the ideal choice for the small and medium business with limited budget. Although is free software, C-Office still provides a full range of essential features such as storage, search and manage documents efficiently.

The software can manage the entire record the current document or digitized archive on system, which allows for decentralized management, updates, tap search... to each profile folder, documents in the record.

Highlights

• Inventory management library shared documents, such as documents, regulations, policies, procedures, instructions, forms, documents share.
• Have the ability to track and save the entire treatment process, text to text away, text organization's internal...
• User support, to send notifications to all employees in the organization through the system software.

3.4 management software document storage free CloudOffice

In addition to task management and storage Cloud Office also has the ability to classify documents by topics, field team management, different definitions of the attributes for each theme documentation help, document management, diversity, flexibility. 

Software document storage CloudOffice also allows the management of shared documents for both unit or group of users with a variety of materials such as: software, letterheads, prints, documents on images, audio, video...to Create a storage space focus where employees can easily access, share.

Highlights

• Classification the document peculiarities and mark track the performance results.
• Warning the document is about to expire apply to a number of documents with term management or monitoring such as contracts, project...
• Link with other modules in the software such as work management, the functions, office management, writing, dispatch, ...
• Allows searching for a set of any document by year or by status.

3.5 application document storage DocEye

DocEye is software solutions, document storage, records management application the core technology such as OCR, ICR, ADRT, OMR identification and dissection characters automatically with accuracy up to 98%, which helps businesses save time digitized documents.

At the same time, the software also set up the document repository of focus, looking documents quickly with the possibility of absolute security.

Highlights

• Integrated scanner upload documents directly to the system.
• Document storage, unlimited and update all version history of the document at the same position.
• Warehouse construction, 3D for projector positioning the document on the electronic stock physics.
• Quick search by keyword in the folder name, document, according to information the data fields has been peeled off.
• App core technology and advanced OCR allows to create PDF 2 grade searchable help government added layer of text recognition on text, users can search documents directly according to the content in the text.
• Decentralized details view, edit, delete, move,... in each of the documents to users, departments, user groups

4. Criteria for selecting software document storage to suit any business

4.1 considerations when choosing software to manage document storage free

Free software often engaging users by the initial cost to zero, but with that comes certain limitations:

• Constraints of facial features: The free version usually has less features than the paid version, for those big business has rules stored or rules special classification, the document management software free storage does not meet full demand.
• Storage limit: The amount of free storage is often limited, do not match the business has large archives.
• Low security: Management software free profile is confidential not high risk data loss.
• Services customer support limited: So is free, so customer care service for the supply unit, this will not be attentive, professional, such as paid software for free.

If your business has a need to store and manage large documents, the investment into a software solution are free with full features will be a good choice, more secure.

4.2 Full of important features

A software good document management needs to fulfill the following features:

• Store diverse types of material: Supported archive file formats as popular as Word, Excel, PDF, image, video,...
• Smart search: Retrieve documents quickly and accurately based on many different criteria.
• Share and collaborate: Lets share documents with team members, and users can rate, comment directly on documents
• Share advanced security: Integrate multiple sharing options, advanced to ensure absolute safety for the document.
• Integration capabilities: Integration with other systems such as ERP, CRM, email to generate a system management information system....
• Version management: Track the version of the document, help restore older versions if necessary.

4.3 security and data safety

Security is top factors when choosing software, document storage, by the loss or leakage of information can seriously affect the financial, the company's reputation and relationship with customers.

The software should have security features like data encryption, rights management access according to the role and backup periodically to ensure safety for the information. In addition, the software complies with the standard international security is also a huge plus point.

4.4 deployment Costs

Cost of deploying software, storage management records not only include purchase cost but also the cost related to another as free training, maintenance and technical support. Businesses need a thorough review to ensure that the investment cost in accordance with the budget and bring value worthy.

In addition, attention should be paid to the potential costs other as free upgrade or expand storage capacity as business development. Choose a software solution with reasonable cost but still ensure adequate essential feature will help the business optimize budget that still achieving high efficiency.

Choose a software document storage fit can help businesses effectively solve the problems related to document management, storage, looking to share and security. With hints about 5 software, storage management profile with the selection criteria important, hoping that your business will find the most suitable solution. Invest in a storage software quality is not only how to solve the current challenges but also is the first step in the transition of the business.