9 of April, 2025

Currently, you can find multiple tools and solutions to implement in your business. However, the best choice is not the most expensive or complex, but the one that best fits the needs of your company. In this article, we delve into a series of guidelines that are key to choosing a document management software according to the type of company and that will help you make a wise decision. Continue reading and take note. We anticipate that the industry, types of documents, and people who use them are essential to determine your choice.

6 Tips for choosing adapted document management software

Analyzing the needs of the company, its characteristics, its possibilities, and its ease of use are some of the most relevant issues when choosing a solution of this nature.

1. What sector do you work in?

The information and documents in each sector can vary, and there are some types of documents that are specific to certain industries. For example, in a consultancy or law firm, the amount of documents and their flow can vary compared to other businesses.

Even so, any human resources or accounting department needs to digitize documents, comply with established regulations, and have a quick and efficient manager. If there is more specific legislation or a set of specific requirements, it is necessary to look for the document management software that best adapts to your sector or market.

2. What are the basic characteristics of the company?

Depending on the size of the company, the mobility of its workforce, its simplicity, and other software with which it could complement, some aspects may be determined.

For example: if you are looking for HR software to record the entries, exits, and pauses of workers, or if you have any task manager and you want to integrate all these functionalities in a single solution. Such as Sesame, a time control software, with a task manager, projects and basic document management to facilitate the processes of human resources and its documents, and also favors remote employee management.

3. What documents are being digitized?

It is no secret that the use of paper is giving way to digitized documents, however, the choice of software will largely depend on the documents you need to transfer to digital format or store without using too many resources.

In the process of selecting a document manager, it is key to consider which are the types of documents that need to be managed and, as well as the most known formats or the creation of these within the parameters.

Suppose your intention is to digitize some of the documents of the human resources department, then you will have to analyze them, know their formats and check that the manager allows you to upload them and store them without problems. In this sense, Sesame allows you to save receipts, wages, and labor documents such as withholding certificates, ID card copies.

Also, it is important to learn how to organize labor documents with document management software such as Sesame, which allows you to save documents in several folders and share them among employees and managers.

4. What features does document management software have?

Most document management programs allow the scanning of paper documents to digitize them, in addition to giving permissions to different team members, organizing based on a specific categorization, searching for files or allowing workflows for a company’s proper functioning. In this sense, you have to think about what your company needs, its ease of use, and what are the most practical functionalities.

5. Free or paid document management?

As in any solution, there are demos or options to implement paid or free document management. However, if you expect a complete and professional solution, it is advisable that you opt for a paid system or manager that adapts to your sector’s activity. In a way, if you hope to have technical support or even adequate training, you cannot count on a free document manager that can be very limited. On the other hand, you will also look for certain security and privacy standards that a free one cannot offer.

In this sense, you will be able to count on a software with technical service and exploit each of its functionalities to the fullest. To take advantage of this resource, do not hesitate to calculate the implantation costs, the acquisition, and all the benefits it brings you.

6. Who will use the document management software?

If your workers can work on the move or even from home, it is important that the manager can be consulted or managed from any computer or mobile device as well as other supports.

In short, the choice of a document manager or an HR software of these characteristics will always depend on the particularities of your business as well as the present and future needs or the different applications or functionalities with which you want to complete and optimize the areas of a company.

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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iriserrador

HR Content Specialist

How to choose document management software according to the type of company