8 Pivotal Elements to Check While Choosing a Document Tracking System

Gone are the days of the pile of paper stacks and rows of filing cabinets! The government documents come in a wide array of formats. They can be in the format of contracts, images, emails, forms, and many more. Regardless of the format of documents, it is crucial to keep the government document tracking system consistent.

Now, before we get into the details of how to check the document tracking system, let us share in simple terms, what is document tracking. The term document tracking indicates an automated process of accessing, searching, and editing documents. It empowers you to have complete control over who is viewing your content and at what time.

Do you know what are the common elements of a common document management system? They are:

  • Storage
  • Annotations
  • Version Control
  • Check-in & Check-out
  • Audit Trails
  • Security & Access Control

These elements play a key role in securing any information of any government organization. Thus, it is crucial to choose the right tools and make the best of them.

How to Choose a Document Storage System?

To help you choose a government document storage system, let us start with the types of document management systems available. You shall have the option of choosing between on-premises and cloud-based software. So, which one shall you choose?

On-Premises Document Management System

With an on-premises solution, you need to use your own servers and storage. Thus, you must perform your own maintenance too! Also, you are the one responsible for the security and safety of all your data. This can be a good option for bigger companies that have a dedicated IT resource because of higher technical demands and direct control.

Pros: One of the key benefits of a self-hosted government document tracking system is that you shall be in complete control. You are not even dependent on the internet. Even if the online connection goes down, you can still access all the documents.

However, there are downsides to choosing an on-premises document management system.

Cons: The problem comes with higher upfront costs along with the yearly expense of software updates. Apart from that, you also must make sure to have a proper backup system in place because your files are not getting saved in the cloud. Another possibility is that not all self-hosted systems support both Mac and Windows.

Cloud-Based Government Document Storage

For the cloud-based software, there is a host (the provider) that ensures complete access to your organization. You shall have to pay a fee, either monthly or annually that will also include the software updates and maintenance as well.

Pros: The primary benefit of a cloud-based document management system is you shall not need an IT team for installing the software and ensuring it runs properly. There are no major upfront costs. You shall have complete access from anywhere that has online access. Also, you won’t have to back up the files because they are automatically saved in the cloud.

Features to Check in a Government Document Tracking System

#1 Document Storage

This is one of the first and foremost aspects of a document management system that anyone should check. Storage plays a vital role because it stores the documents of a company safely and ensures that all the documents are easily searchable.

#2 Access to Documents

With tiered permissions, you shall be able to offer access to certain employees to selected documents. No one else will be able to access that piece of a document.

#3 Keyword Check

With a good document management system, you shall have a broad search option so that you can access a document from a specific keyword. There are certain systems that also include metadata & tags which makes it easier to fetch any document or even multiple documents. For instance, tagging all the invoices as “invoices” will make it easier to check all the invoice documents.

 #4 Document access monitoring tool

With these tools, you can monitor who is accessing what documents. This works as an important security feature for small businesses owners and ensures that confidential documents are safe.

 #5 Auto-delete Irrelevant & Outdated Documents

The government document tracking systems have regulation controls that have the automatic saving and deletion feature to free up the storage space.

 #6 Document Edit History & Restoration

A good document management system comes with accessible options like edit history & restoration. Thus, you can see who edits the documents. With the versioning option, you can recall the old versions of the documents that are revised. See details like what are the changes made by which user at what time.

 #7 Simple File Structure

The system needs to have an easy-to-use and simple file structure that can be understood by the users. For instance, you can choose a government document storage system that includes a cabinet-drawer-folder approach. The system must be simple for the employees as well. Too many complications will disrupt the day-to-day operations.

 #8 Easy Integration

The system must integrate easily with programs that you are already using, for instance, your email client and your customer relationship management software. Also, while choosing a government document storage, you need to ask about the open APIs. This will help you to add your own integrations.

 Some Final Words

In conclusion, it is crucial to opt for a government document tracking system. It is the next logical step for the companies in the evolution of creating and tracking a single source of truth for all documents and records. The more reliable a document management system is, the more it will help you to ensure the safety and security of all your documents.

You can do document tracking and management manually as well, but the electronic/digital methods have received exemplary appreciation.

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