Software for document management system is to help businesses digitize the entire process of receiving, handling, storing, lookup text dispatch a fast, safe and efficient. Is a tool to help complete alternative management method, using paper or Excel spreadsheet capital expensive time, easy to errors and difficult long-term storage.
In the context of the conversion of text doesn't just stop at the record bulky papers which had become the property of importance of each business. From the contract, internal processes, financial reports to personnel records, all of which need to be managed closely, the exact security. However, the choice of management system, matching text is not simple, because business must consider many factors: ability, security, and compliance, legal, cost of deployment and maintenance, as well as the quality of support after deployment.
So where is a system for managing text optimized for the digital enterprise? The same Lac Viet Computing find out details in this article.
Bảng so sánh 11 Phần mềm quản lý văn bản văn thư tốt nhất cho doanh nghiệp
Below is the aggregated 10 software for managing text documents with the criteria detailed in terms of features, packages, prices and scale suitable business.
| Software name | Feature highlights | The package price | Scale business suit |
|---|---|---|---|
| LV SureDMS | – Archive document focuses on the single system, helps to remove status of scattered data. – Organize documents in the folder tree, support many formats such as text, image, video. – Quick search by keyword, type of material or content in the text. – Decentralization of access, flexibility, control who can view, edit, download. – Integration with many other apps, access documents easily from multiple sources. |
Contact for quote | Medium and large business |
| CoDX Document | – Storage material according to the standard Dublin Core, help organize scientific data. – Integrated management of the physical location of the document in the repository (managed by the drawer, shelves). – Support search by content, keyword, type of material and the job profile. – App OCR technology to extract, identify text content automatically. – Decentralization details according to the user level, ensuring data security. – Allow reviews, comments, ratings document. |
Free trial version free from 499.000 VND/month | Medium and large business |
| C-Office | – Inventory management document library shared storage support various types of documents such as regulations, policies, procedures, templates. – Track and save traces the entire process of text incoming, outgoing, internal of the organization. – Supports sending notifications to employees in the organization through the system software. – Decentralizing management, updating, extraction, search for documents according to each profile folder. |
For free, contact for quote advanced | Small business |
| CloudOffice | – Classify documents by topic, field team to manage more effectively. – Support warning the document is about to expire apply, help track contracts and projects. – Link with other modules in the system as work management, texts, and. – Support search for documents by year, status, or content. |
Contact for quote | Medium and large business |
| DocEye | – Integration with scanners to download documents directly to the system. – Document storage, unlimited help manage the entire history version at the same location. – Build repository document number with simulated stock 3D physics. – Support quick search by keyword, content, document or information was dissection. – Use OCR technology to help identify the correct letters, create PDF can search content. – Decentralization details for users, departments or groups of users. |
Contact for quote | Every enterprise scale |
| VNPT iOffice | – Support leadership, executive management remotely through phone, iPad, computer. – Provide collaborative environment internally as a social network, share information, exchange work. – Decentralization details, ensure information security with digital signatures. – Support for calendar management, meeting and distribution of electronic documents, minimize printing. – Allows the original text quickly. |
The lowest package from 21.000 VND/month, the expansion pack from 400,000 to 1,500,000 VND/month depending on number of users | State agencies, large business |
| Microsoft Access | – Support sort records according to the structure of science, allows to create a data table to document management. – Filtering feature, query data, powerful search support material quickly. – Integration with Excel, import/export data easy. – Allows the user to sort, analyze data as requested. |
Free if you have the Microsoft Office package | Small business and individuals |
| Viettel To Voffice | – Support automation process text from receiving approval to sort, store. – Leadership can be operated, remote management even when working abroad. – Allows save quick text, supports multiple keyboard shortcuts help in writing fast processing. – Built-in library, archive material and the internal phonebook. |
Contact for quote | State agencies, large business |
| EFY | – Document storage centralized, easy access when needed. – Set up access separately according to the roles or departments, ensure data security. – Supports advanced search by keyword, code, record, or relevant criteria. – Track the entire history document change control version. – Integrate Microsoft Office, allows to edit documents directly. |
Contact for quote | Medium and large business |
| Excel | – Document management by spreadsheet to help track number, duration, content material. – Easily filter, search for data using the search tool of Excel. – Free if the business already owns the package Microsoft Office. – Support storage on OneDrive, help employees remote access. |
Free if you have the Microsoft Office package | Small business and individuals |
The table above provides an overview of the management software, the text document to help businesses easily choose the solution that fits the needs and scale of yourself. If you need more detailed information on each software, see the analysis below for more details.
1. Lưu trữ vật lý có làm văn bản, hồ sơ giấy có trở thành gánh nặng?
In the context of business progress gradually to the conversion of the stored text material by traditional methods gradually become a challenge. As the scale expands, the number of paper documents increasing, resulting in the need for large storage space, more cost higher management 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 text internal steadily increased over time, finding enough storage space and safety is not easy, but also expensive.
- Search, access documents in the “mountain” paper records time-consuming effort, especially when the document is not classified, sorted science.
- Characteristics of the text material paper is susceptible 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, loss of time, causing less effective.
- Paper text easily stolen or leaked information, affecting the safety and security of the business.
- Printing, photocopying, storage, document management, paper expensive cost much more than the storage of electronic documents. These costs can increase over time, causing financial pressure for the business.
The “loss” of financial, space, and too much force has led the business has stopped managing storage, internal text according to the method of traditional physics. Instead, they gradually switch to using the management software, internal text can solve all the problems in the past, such as storage space, search for information, share documents, security, cost.
2. Overview of management software text
2.1 management software text, what is?
Management software, the text is a system of information technology designed to support entrepreneurs in receiving, handling, sorting, storage, lookup kinds of texts, electronic documents.
Learn a simple way, software management text is the “center of circulation” of all types of papers and dispatch in business. Thus, leadership can easily track the status text processing, employees save time searching and parts clerical reduce pressure storage.
If, as before, clerical staff to spend more time to dispatch numbers, sort of paper records, then this software will automate most of this stitch makes the work become more fast more accurate.
According to the report of IDC (2023), office workers, on average, spend up to 21,3% of the time every day to search for and document processing. The application management system, the text not only significantly saves personnel costs but also increase the ability to comply with the legal regulations on the storage, office, secretary.
2.2 Các loại phần mềm quản lý văn thư phổ biến hiện nay
To learn about management software, text, businesses often interested in the question: “Type of software which is best suited to his needs?”. In fact, the market today there are many solutions to meet for each demand, the scale of each business. Understanding this difference will help organizations choose the exact, avoid investment or use yet efficient.
- On-premise (installed at site): software that is installed directly on the host of the business. The advantage is the ability to control high data matching unit has security requirements demanding as banking, insurance. However, the cost of initial investment and need a team of internal IT to operate.
- Cloud (cloud): Business, just an internet connection is able to use. Advantages are rapid deployment, flexible cost according to package services, employees can work remotely. According to Gartner (2023), more than 60% of businesses worldwide are gradually shifted to the solution document management based on Cloud to reduce the cost of infrastructure and increase flexibility.
3. Practical benefits of management software for business
Deployment management software, text stop not only in the replacement process, paper craft, but also bring the practical benefits to help businesses enhance operational efficiency, reduce costs, increase competitiveness.
- Save time cost: With management software, the text, the entire record, the office is digitized archive focusing, allowing search in just a few seconds, saves hundreds of hours of work per year, which means reducing the cost of personnel and commissioning.
- Ensure the confidentiality, legal compliance: organizations often have to store records, dispatch according to provisions of the Law on storage, and the standard data security. Management software, office, secretary, now often integrated features, authorization, data encryption, access logs ensures that only the authorized personnel are allowed to see or handle material. From that minimize the risk of information leakage, and meet legal requirements on the storage of electronic records.
- Enhance effective coordination of the work: In the work environment, traditional text should be rotated through several departments, prone to delay or lost. Software management, to enable tracking mode processing, assign responsibility for each individual, send reminders automatically. Thus, treatment progress, text transparent clear, limiting the maximum status of “congestion of work”.
- Decision support fast accurate: For business leaders to have full, accurate data in a timely manner is important factor to make a decision. System management, the text allows to extract synthesis report according to several criteria: the number of dispatch according to the departments, the processing time average, the text in the backlog. These reports help managers to quickly grasp the situation, adjust workflow or allocate resources more reasonable.
For example: A manufacturing enterprise has about 3,000 documents, decisions, notifications per month. If the search is handmade, the processing can take up to several days; while with system management text, the information is retrieved immediately help the progress of the work without interruption.
Management software text dispatch has what role in the conversion numbers?
In the era of digitalization, the management software, internal documents, document storage becomes the optimal solution for managing business information. Not only saves space, cost, software, document storage also brings many advantages such as:
| For administrator level | For employees |
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|
4. 11 Management software text (dispatch, văn thư, hồ sơ lưu trữ) tốt nhất
11 Phần mềm quản lý văn bản (công văn, văn thư, hồ sơ lưu trữ) tốt nhất
- Management software text dispatch LV SureDMS
- Software document management LV-DX Document
- Software document management CoDX Document
- Management software, internal text free C-Office
- Phần mềm lưu trữ văn thư miễn phí CloudOffice
- Software storage internal text DocEye
- Management software, internal text VNPT iOffice
- Phần mềm quản lý, lưu trữ văn thư bằng Access miễn phí
- System management software, the text of Viettel to voffice
- Management software, dispatch EFY
- Management software free text in Excel
4.1 management software text dispatch LV SureDMS
LV SureDMS is the solution storage management text, documents, records, work flexibility, to help enterprises solve the difficulty in the storage, search profile, sync data management.
The ultimate goal of Communication is to create a management system, electronic document private secure way to create, backup, access to all records, documents, text, files, folder, folder work from any device.
When using the management software, texts LV SureDMS business completely eliminate a dispersed data, the members of the groups/departments to collaborate more effectively in stock common resources.
Highlights
- Manage internal documents focus on 1 single system, 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.
- Allow text search by keywords, document type, job profile, search by content in the document.
- Share documents to 1 or more individual/department through email or your internal social network.
- Employees are allowed to interact, share, make comments, remarks for the text documents 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).
Did you know that more than 90% of office documents still being storage craft paper form. This is why businesses are wasting space, time, and cost per day?
- 30-40% work time of office workers is wasted in finding materials. On average, an employee spends 18 minutes to find a document, but there are 1/20 lost completely.
- Cost of storing and managing paper documents there can be up to 5-10% annual revenue of business, including the cost of renting warehouse, human resources management, and maintenance documents.
- 25% service data leakage business arising from the storage and handling of materials not safe, especially the paper documents are not protected by encryption systems or management access.
LV SureDMS – Streamlined database: Manage, store, retrieve unlimited
- Search and retrieve records become more easily, anytime and anywhere with just a few clicks, a few key words.
- Support organization storage warehouses in many different positions and decentralized management independently on each repository.
- Minimize the manual work for storage park; minimize storage space physics for the record not important; reduce the cost of printing, preservation, and no need to expand the storage space cabinet/shelf profile.
- Remove status dispersed data, the members of the groups/departments to collaborate more effectively in stock common resources, but still be close authorization by role to ensure safety for confidential documents.
- Statistical reports according to many criteria (room, board, source/unit status, handling,...), quick view reports in various forms visually.
VIEW DETAILS, FEATURES, SOLUTIONS, RECORDS MANAGEMENT, DOCUMENT HERE
CONTACT INFORMATION:
- Lac Viet Computing Corporation
- Hotline: 0901 555 063 | (+84.28) 3842 3333
- Email: info@lacviet.vn – Website: https://lacviet.vn
- Headquarters: 23 Nguyen Thi Huynh, P. 8, Q. Phu Nhuan, Ho Chi Minh city
4.2 software document management LV-DX Document
LV-DX Document – management Solution, document intelligence, security, collaboration, flexibility Are you having difficulty when storage, search, and share documents in business? LV-DX Document is the document management software the new generation of Vietnamese, help to digitize a document repository, storage organization science, retrieve instant and team collaboration effective on the platforms absolute safety.
4.3 software document management CoDX Document
CoDX Document is a software solution to manage internal text modern 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 text, keywords, document type, job profile.
- Automatically extract the content in the text (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.
Restrictions: New software launches on the market so quite new for many businesses.
Price: Free trial, nature, free from 499.000 VND/month.
4.4 management software, internal text free C-Office
C-Office is the ideal choice for the small and medium business with limited budget. Although the software is stored documents free, C-Office still provides a full range of essential features such as storage, search, document management effectively.
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 hosted the entire process text to text away, text organization's internal...
- User support, to send notifications to all employees in the organization through the system software.
Restrictions
- With large organizations or scale rapidly expanding software C-Office may have difficulty in meeting the required scale, integrated with the systems management software documentation other.
- Restrictions in the customized according to the specific needs of each organization.
Price: Contact us for a detailed quote.
4.5 Phần mềm lưu trữ văn thư miễn phí CloudOffice
In addition to task management, 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.
Management software, internal text 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.
Restrictions: High investment costs, is not in accordance with the small business.
Price: Depending on the size of the business, contact us for a detailed quote.
4.6 software, stored text, internal DocEye
DocEye is software solutions, document storage, records management application the core technology such as OCR, ICR, ADRT, OMR identification dissection characters automatically with accuracy up to 98%, which helps businesses save time digitized documents.
At the same time, software, document management DocEye also set 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 updates all version history of the document at the same position.
- Construction 3D warehouse to help collate the text position 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
Restrictions: Features data handling to service for the work has not really optimized.
Price: Contact us for a detailed quote.
4.7 management software, internal text VNPT iOffice
Management software text VNPT iOffice is the solution electronic office for businesses and state agencies, and is designed to assist executives, managers, collaborate in the same system on the foundation website.
Developed by VNPT system, in addition to management functions, stores the text also supports business process optimization work, at the same time create an interactive environment, multi-dimensional as an internal social network that allows sharing of information, exchange, feedback quickly.
Feature highlights
- Leadership can manage operating remotely, capture promptly all information by phone, iPad or computer.
- Allow leadership, personnel search, executive jobs, calendar management, meeting updates and news right in the system.
- Create an interactive environment, multi-dimensional as the social network to help employees easily share and exchange work, from which enhance effective collaboration.
- Ensure security of information via digital signatures, authorization details, support management and internal documents.
- Convey the message and directives of the leadership to the parts quickly and promptly.
- Distribution text simple, not photo, print, go back many times.
- Looking for original quickly.
Restrictions
- To optimize features multi-dimensional, interactive, software, need to have constant internet connection, easy to be interrupted if the network quality is not stable.
- Only fit for purpose to manage text documents in the organization, the state agency.
Price
- VNPT-iOffice: 21.000 VND/month.
- VNPT-iOffice 1: 400,000 VND/month/1-10 users.
- VNPT-iOffice 2.1: 680.000 VND/month/10 to 20 users.
- VNPT-iOffice 2.2: 960.000 VND/month/21-30 users.
- VNPT-iOffice 2.3: 1.240.000 VND/month/31-40 users.
- VNPT-iOffice 2.4: 1.500.000 VND/month/41-50 users.
4.8 Phần mềm quản lý, lưu trữ văn thư bằng Access miễn phí
Software document management by Microsoft Access is an optimal solution for small businesses or individuals who want to organize, store, manage text in a scientific way, without investing in a complex system. With management software, text Access, the lookup find material becomes flexible, fast, make sure to meet the basic needs in the management of internal documents.
Despite being rated as simple tools, Access can still work with the data volume is relatively large, good support for multiple management requirements document.
Feature highlights
- Sort records according to scientific structure, allows the creation of data tables help users to manage documents efficiently, the system over.
- Features filter query data, strong Access support users to search for documents needed in a flexible way, quickly.
- Easy integration with the system, database, Excel spreadsheets or text files other in the Office, convenient import/export data.
- The user can perform the operations to filter, sort, analyze data as required, which allows to organize data in a detailed way, effective.
Restrictions
- Access works well in small environment, but when the volume of big data requires high complexity, the software can become less effective, easy to confuse.
- Difficult to implement online, causing obstacles for organizations wishing to work through the Internet, particularly in the context of digital technology is growing strong.
- Need a lot of time and effort to building management system, complete documentation.
Price
Storage software documentation, Microsoft Access completely free if the business has copyright owner, Microsoft Office Professional, including Access. However, if you need buy retail price, Access can range from 100 to 150 USD, depending on the version and package copyright.
4.9 System management software, the text of Viettel to voffice
System software, storage management, text Viettel Office support state agencies digitization process management, storage of electronic documents directed to the office electronic paperless. To voffice supports the synchronization process of information exchange, approved the text, job management, and the administrative work in an effective way, security.
Feature highlights
- Automate, streamline processes text processing from the stage of receiving approval to the sorting, storage, help optimize office work.
- Executive leadership, management, anytime, anywhere (allows user access to the system even in case of work abroad).
- Manage, lookup text are easily manageable.
- Import and convert text provide maximum support to the team letter writing. Support many keyboard shortcuts to writing fast processing of services hosted, specializing in the text.
- Integrated tool library to store documents, contacts internal help easy to access, search for related information.
Restrictions
- With the features and services in-depth system to voffice have cost quite large in the installation, maintenance.
- The system requires users to grasp is how to operate, need to be trained to use effectively.
Price: Contact us for a detailed quote.
4.10 management software, dispatch EFY
Management software text EFY is designed to help businesses manage internal documents, track the overall process of receiving, distribution, processing text to, as well as the drafting and promulgation go efficiently. With the ability to manage documents, from text to record, EFY support process optimization, storage, search, help the organization to improve work performance, save time in information management.
Feature highlights
- Store all documents in a centralized system, easy access, search as needed.
- Allow to set access rights individually according to the roles or departments, ensure that sensitive documents can only be accessed by the fit.
- Features advanced search helps users quickly find documents by keyword, code, record, or other relevant criteria.
- Track the entire change history of the document, allows users to review the previous version as well as version control current.
- Easy connection with the software such as Microsoft Office that helps users edit, save, store your document in a direct way without the need to manipulate manually.
Restrictions
- With respect to the business or that requires the management of complex data, EFY may have difficulty in expanding and optimizing performance when the volume of material increases.
- Only fit for purpose management text and operating at the state agency.
- The interface of the EFY not optimal, can be difficult to use for those who are not familiar with the software, stored text .
Price
Contact us for a detailed quote
4.11 management software free text in Excel
Although not a management tool, professional writing, Excel are still many businesses, small organizations used as a method of document management thanks to its flexibility, downloads and no cost if you already own Microsoft Office package.
The use of Excel as software management text helps organizations easily track important information such as amount, duration, content of the document that is not dependent on the software developer outside.
Feature highlights
- Easy to set up, customize the data sheet to document management. The add, delete data also becomes convenient, suitable for all user levels.
- Support the function of creating the catalogue, reports, statistics, help, document management, systematically organized.
- Used widely shared in Microsoft Office package, Excel save investment cost for the business.
- Excel can be stored on platforms such as OneDrive, which allows employees in the organization to easily access the necessary files.
- Excel supports user search, filter data quickly, help track, retrieve the required information from the document list big.
Restrictions
- With the amount of documents increases, the data entry on Excel easily lead to errors, concurrent processing, data access also becomes sluggish, ineffective.
- Does not support the security features powerful, caused sensitive data to leak. The access rights are also no details, difficult to ensure the security documents.
- Do not provide the important features such as version management, signed or track change history, causing difficulties in administrative work as required quality control documents.
- Require personnel to have knowledge about formulas, functions to set the file scientific data.
Price: Completely free
5. Các tính năng nổi bật của phần mềm quản lý văn thư công văn
One of the strongest points of the system management text today is the ability to expand, integrate new technologies such as artificial intelligence (AI). Thanks to this, the software is not merely tools storage handling clerical, but also became “assistant number” to help businesses optimize processes, increase user experience.
5.1. Manage the office to – go
This is a functional platform that allows businesses to receive, release, handle office, according to flow electronically. When a text is entered, the system will automatically numbered, recorded a time of reception and transfer to the right person in charge. This limits the risk strayed, at the same time significantly shorten the duration rotated between departments.
For example: When a dispatch from partners, leaders can approve or assigned to handle right on the software, instead of having to wait for paper to be transferred through many stages.
5.2. Management archives
Management software letter writing help sort records science standards professional hosting service of the state, classified by time, area, or departments. With this approach, businesses not only save storage space papers but also easily meet the test requirements, for the projection of the governing body.
In fact, according to figures from the Interior Ministry, the application management system, electronic text, has helped the agency administrative reduced to 70% of the cost of store papers, at the same time increase transparency in operations management.
5.3. Lookup, search integrated smart chatbot AI
Different way to find the capital take much time, the software allows employees to search for text in just a few seconds through the key words, name the treatment or type of the text.
New point striking is that many systems today have integrated chatbot AI – a “virtual assistant” has the ability to communicate directly with users using natural language. Instead of having to enter keywords into the complex, employees only need to ask questions such as:
- “Let me see service contract signed with A company in the second quarter of 2024.”
- “How many dispatch to pending approval at The business department?”
Chatbot AI will instantly retrieve the data related results display that significantly reduces the search time, especially useful in the enterprise with the volume of public office or require quick responses to customers and partners.
5.4. Decentralized multi-layered security
In operations management documents – dispatch, the security of information is required key. Not all employees are required or should approach any kind of text. Therefore, a system for managing text effect need to be able to set up decentralized multi-level.
- Authorization by role, department, or project: administrative Staff just been viewing profile belongs to scope of work; the chief is right to browse or assignment; leaders can access comprehensive.
- Multi-layered security: combining multi-factor authentication (MFA), password (OTP) and data encryption when storing or transmission helps to reduce the risk of information leakage.
- Access logs transparency: All manipulation to access, edit, download at all is recorded, ensuring the ability to check when there is a problem.
- Legal compliance & security standards: this is especially important for organizations such as banking, financial or agency of the state – where sensitive data is the core asset.
Results, business not only ensure the safety information that also enhance professionalism, avoid legal risks when there is a dispute or audit.
5.5. Sign of approval, electronic
In the context of working remote and switch the numbering of electronic becoming indispensable tool to maintain continuity in the processing industry.
- Alternative process paper craft: authorized Person can sign a browser directly on the system, no need to wait for paper documents sent to the desk.
- Save time cost: According to a survey by Deloitte (2023), the organization apply register number was shortened to 80% of the time text processing, internal, at the same time significantly reducing the cost of printing and shipping.
- Legality is guaranteed: Registration number meet the standard legal according to the Law on electronic transactions, the decree related, has a value equivalent signature.
- Flexibility in working condition: the Leader can approve whether traveling for business, working remotely, to help process without interruption.
Thanks to that, enhanced business performance, improve speed of decision making, demonstrating the professionalism in every transaction administration.
5.6. Reports, statistics, situation handling text
The software not only storage, but also provides detailed reports: the number of public office was receiving, processing rate correct term, or text remaining. Leadership, thanks to which there is comprehensive picture to evaluate the performance of each department.
A system for managing text not only as storage but also have to play the role as analysis tools decision making.
- Track the progress of processing: Businesses can get a number of dispatch to go, the processing rate correct term, text backlog according to departments or individuals.
- Support efficiency rating: leaders have comprehensive picture of the level of compliance process, from which assess the effectiveness of the work of each department.
- Warning & reminder: the System can automatically send a notification when the text near the limit, limit condition of delay affecting the general operation.
Data service, strategic planning: The statistical reports periodically to help identify trends, for example departments, which are often overloaded, type the text would occupy much time to handle the most.
6. Criteria for choosing software to manage internal text to suit any business
Choosing software to manage text't just buy a tool that is the decision directly affects the operational efficiency, the ability to control information of the business. If the wrong choice, the system can become a burden rather than the optimal solution. Therefore, organizations need to carefully consider the criteria below:
6.1. Easy to use, friendly office staff
One of the essential factors when choosing software management text is the level of user-friendliness. Most office workers are not IT experts, if the software is complex, difficult to manipulate, then the deployment will encounter many barriers.
- Intuitive interface: features such as receive, dispatch, approve, search needs to be sorted logic, pleasant to look at. An interface is cumbersome and can cause staff to lose extra 20-30% of the time to complete the work.
- Quick training: the enterprise choose software has friendly interface that will shorten the duration of training employees to help them quickly adapt to the process of digestion.
Illustrative example: A clerical staff new to the company, may only take a few hours to competently manipulate public release, office electronics, instead of a few days if software is design science, there are instructions directly on the screen.
When software is easy to use, the percentage of employees who comply with the process also higher, limiting the status “running parallel” between the text paper and electronic.
6.2. Features meet the standard business letter text
A management system, the text can't just stop at the store. Business, especially the organization is to find out information about management software, text, documents, need solution support standard business administration.
- Dispatch management to go: the Text to be recorded, digitized, threading to the departments in charge; text go is released, track status, submit feedback.
- Storage & lookup records: features, classification, numbering, electronic storage according to standard archives national record is not lost easily search for when the need to check.
- Management of seal of approval: With some software, the process of stamped or signed approval is done electronically, which helps shorten the processing time of the official text.
- Minimize legal risks: in compliance with the standard letter writing, business to ensure legality, avoid penalties upon audit or inspection administration.
6.3. Scalable integration with other systems
In the trend of conversion of comprehensive, a software management text only really useful when can integrate with other systems.
- Integrated HRM (human resource management): written personnel decisions, notifications, internal regulation of compensation can be automatically linked to the profile employees, helps to reduce the data entry manually.
- Connect ERP (resource management): The text related to contracts, procurement, finance can be rotated directly to ERP to handle payments or for projectors budget.
- Integrated tools project management: Many businesses deploy the system monitor project progress, when there is text related management systems, text can automatically attach allocated for the implementation team.
- Scalable flexibility: good software is not being “framed” by the number of the original user, which can extend for many departments, branches and when the business grows.
6.4. High security, legal compliance
Manage internal text synonymous with the handle more sensitive data: contracts, financial statements, policy, payroll, personnel records, strategic plans. If there is no mechanism strict security risk of information leakage can cause heavy damage to the business both financially and reputation.
A good system should meet:
- Decentralized details: clearly define who has the right to create, view, edit, approve, or delete text. Employees only access the data needed for the job, avoid the status of “right to rampant”.
- Multi-layered security: data encryption, multi-factor authentication (MFA), session management, login, backup periodically.
- Compliance with international standards & legal in water: ISO/IEC 27001, the Decree 85/2016/ND-CP on information security, Law, network Security, 2018. This is the foundation for the system to operate legally, limiting legal risk when the incident occurs.
- Track record log operation: All actions edit, access, share are hosted stain to easily check when you need it.
When there are security mechanisms good business not only protect intellectual property, but also build trust with employees, partners and customers.
6.5. Cost of deployment, maintenance, reasonable
Cost is always a problem important in the decision to invest in technology. A system for managing text effect need to ensure balance between cost and value.
Business should consider:
- Initial cost: includes the license usage, installation, systems integration, and training personnel.
- Operating costs & maintenance: Upgrades, security, technical support, data storage.
- Scalability: When the enterprise scale increases, the system must improve flexibility without incurring the cost is too great.
- Clear ROI: A suitable solution to help significantly save the cost of printing, storing paperwork, reduce processing time processes, increase employee performance, limit the risk of data loss.
Instead of just looking at the original purchase price, the business should assess the total cost of ownership (TCO – Total Cost of Ownership) and benefits of long term.
6.6. After deployment support
Actual deployment indicates, many businesses investment management system, the text but not fully exploited because of the lack of support training. This is a key factor that determines the system has come into operation effective or not.
A reputable supplier should commit to:
- Comprehensive training: manual for each group of objects (users, system administrators, office staff, leadership).
- Documentation, support channel multi-format: Video tutorial, detailed instructions, hotline 24/7 support via email or ticket.
- Updates regular upgrade: ensure the system always follow changes in legal technology and practice needs.
- With the business: Consulting, process improvement, suggestions optimal solution, support expand as business grows.
When supported properly, employees will quickly get used, reducing the resistance to new technologies and improve the rate of successful application.
7. Other questions about system management text text
In the process of finding solution to manage the text, many businesses often fret about the selection tool and what form is best suited. Here are two common questions when assessing the management methods today, especially with business people who are considering between the tools, traditional or modern.
7.1 should use the document management software free storage?
Management software free text, often engaging users by the initial cost to zero, but with that comes certain limitations:
- Restrictions on facial features: The free version usually has less features than the paid version, for those big business has the specified storage or sorting rules special text, the document management software free storage does not meet full demand.
- Storage capacity limit: the amount of free storage is often limited, do not match the business has large archives.
- Low security: software document storage free security is not high, risking data loss.
- Services customer support limitations: Because 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 needs storage, document management, big investing in a software solution, be free with full features will be a good choice, more secure.
7.2 should manage the text, the text in Excel?
Excel is a popular tool easy to use, especially in the small and medium enterprises, or when the volume of the text, the text has not much. However, management texts, and Excel is only temporary solution, not suitable for the demand professional management.
Limitations of Excel in management text:
- Ability to secure low: Excel is not designed to handle sensitive data vulnerable to loss or unauthorized access.
- Process management is not effective: Not support track the processing status text, or integrated approval process.
- Restrict search: search documents in Excel difficulty can not be compared with the advanced search tool in management software for professional use.
- Scalable poor: When the amount of text increases, Excel spreadsheet becomes cumbersome, difficult to manage, easy-to-failure.
7.3 Should use the management software, text cloud or on-premise?
The choice of using management software, text cloud or on-premise depends on demand, scale, specific conditions of the enterprise.
- Software cloud: in accordance with the business want to work with, flexible, has many branches, or need to integrate with the modern tools.
- Software on-premise: the optimal Choice for organizations that demand high security, do not want to depend on the Internet. However, the investment cost for the system offline quite high, difficult to expand or upgrade as business needs increase the volume of storage.
Choose a management software text 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.
CONTACT INFORMATION:
- Lac Viet Computing Corporation
- Hotline: 0901 555 063 | (+84.28) 3842 3333
- Email: info@lacviet.vn – Website: https://lacviet.vn
- Headquarters: 23 Nguyen Thi Huynh, P. Phu Nhuan, Ho Chi Minh City
