Basic features of the best document managers on the market

9 of April, 2025

In businesses, both big and small, an increasing amount of data is handled which consumes time and resources. In addition to this, manual file management usually means that the data they contain is not beneficial or useful to the company. For this reason, a document manager is needed.

A document management system helps to obtain files in an easier and faster way, and significantly accelerates the processing of documents. In this article, we are going to detail the basic features that good document managers must have. Keep reading.

What is document management and file organization?

A document management application or software is an application that allows the treatment, editing of electronic documents and archiving of them in a digital format. For businesses, a solution with these features can be useful in processes developed practically in any of the departments, from human resources to finance.

In conclusion, document management in businesses makes any process that involves working on all kinds of documents more efficient: delivery notes, invoices, employee files, records, projects, payrolls, forms, etc.

Advantages offered by document management software

Among all the features and benefits of these programs, the following are usually highlighted:

• They optimize and accelerate workflow within the company.
• They save significant amounts of work, resulting in long-term cost reductions.
• Most of them comply with archival protocols and regulations, making them particularly suitable for the proper administration of documents.
• They greatly contribute to the security and control of documents within the phases in which they are generated.
• Thanks to their search engines, they are faster when managing and locating documents.
• They are much more accessible, thanks to the fact that it is possible to access them from any mobile device and in the cloud.

Features of the best document managers

• Document managers with cloud access: Currently, most businesses are conducted online. Web-based document management systems are becoming a standard and, for this reason, companies should already be using them.
• Intelligent organization: The complexity presented by some documents can be turning into an inconvenience. The larger a company is, the more documents there are to organize. Organizational hierarchy is one of the most relevant features to detail when choosing a document manager.
• An attractive and intuitive user interface: Your company personnel will surely use the document manager daily, so it is necessary to ensure that the software contains an attractive design and is easy to use. This way, no special training will be needed to put it to use.
• Multiple versions: Many people have encountered situations in which it is impossible to recover a document after discovering that mistakes have been made. If you don’t have different versions, you need to start everything from scratch. An effective document manager saves document versions, which allows you to go backwards through history.
• Permissions: If your company has a lot of staff, it can be difficult to keep the entire community under control. Permissions are vital and necessary as they allow you to choose who has the ability to change and delete files or documents and who does not.

These are just some of the features that the best document managers should have. If you want to have the most effective on the market, you need to get software that allows you to have all these previously mentioned features at your fingertips. Based on these, document management in your business will be a quicker and simpler task.

Document management program

Thanks to advances in technology and software applications as digital solution tools, we can find completely online document managers.

This is the case with Sesame’s HR software; It is a document management system that organizes all the human resources documents of the company. You can centralize, classify, and locate them in a quick, simple and effective way. Thus, you will stop wasting time archiving and then manually searching for documents.

All documents will be safe thanks to their encryption technology, which provides a higher level of security and trust. You will also have remote access from any location where you are, you just need to have a stable internet access. By downloading their mobile app, you can take your business document management anywhere you go. Technology is now on your side with Sesame!

Iris Serrador

People Partner | LinkedIn | | Web | +post

Customer-oriented, both internally and externally, specializing in the definition and implementation of HR policies, as well as talent management, recruitment, and retention. Strong leadership, communication, negotiation, organization, and team coordination skills. Over 12 years of experience in Human Resources.

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