6 Minute Read
What are the key features of a document management system?
What are the key features of a document management system? In short, they are features you will use. We found that existing systems often had lots of functionality but didn’t do one thing really well. In our case, we wanted a solution that focused on providing a simple, well-designed document management system built to suit our construction projects.
Exploring existing document management systems
When we ran our own building company we explored all the existing solutions to manage our construction information. We also engaged our connections within the wider industry, and we came up with the same issues:
- We didn’t use most of the features as they were not flexible to project needs.
- The pricing structure was unclear and frequently tied to company turnover instead of the project’s requirements.
- They often bound you to long-term contracts with high upfront costs.
- The user interface was outdated.
- The solutions were frequently adapted from other industries instead of being designed by those who actually used the tools.
So, we set about developing our own solution, which we launched to the market for all to utilise following requests from our supply chain.
What is the purpose of a document management system?
Actually, you might be surprised to find that when exploring existing solutions, we often overlook the fundamental reason we required a document management system in the first place. For us, and many of our connections, it was to:
“ensure we always know the latest version of a document and where to find it.”
It sounds straightforward, but the challenges we faced earlier made it tricky to discover a solution that truly met our needs. To help us pinpoint the features we required, we began by looking at the essential functions of a document management system:
- A secure, single space to store and view your documents.
- A structure where only the latest version was visible, while the complete document history remained accessible.
- Simple permissions and access types.
- A cloud-based system with the ability to view documents offline.
- An app to enable easy viewing on handheld devices.
- An easy way to upload and share information.
- Simple searching and reporting.
The key features of Capsa
In building Capsa, we had a list of potential features longer than a box beam (one for the bridge enthusiasts); the key, however, was to concentrate on providing features that fulfilled the core functions outlined above. Once these were established, we could then investigate which new features would add value for our customers. Our document management software offers the following:
Core Features
- A secure, cloud-based solution can be accessed via an app or desktop portal.
- Offline mode to view documents when out on site.
- Unlimited users.
- Flexible contracts and pricing.
- The ability to archive your project upon completion.
Capsa Structure
- We have removed folder structures. Capsa operates on the principle of a single shared location for all project documents.
- We have developed Capsa Stack to manage our documents. It operates by displaying the latest version of a document, with previous revisions stacked behind It. There are no longer any archive or superseded folders. The complete document history is now consolidated in one place.
- User groups are used to provide control over who can view, edit, and admin your project.
Intelligent Searching and Reporting
- Use the document meta-data to sort and search any document.
- Create downloadable reports using any search criteria you like.
- Smart tagging lets you do away with sub-folders and search documents using the project tags you create.
Essential Tools
- Easy upload function enabling multiple uploads.
- Multiple selection tool to view, download, share and print.
- Instant document preview.
- Control over sharing and notifications.
Why is a document management system essential?
The construction industry is notorious for inefficiencies and unnecessary duplication. A key reason for this is the poor control of information. Having a sound document control system in place will help ensure:
- Your team have secure, unrestricted access to the information they need.
- You have control of document versions.
- Documents are updated and shared in real-time.
- Improved communication between the office and the site.
In our experience, it is key that the system you chose is actually used by the project team. All systems, including Capsa, rely on the information you input. This is why we have focused on providing a fresh, user-friendly interface that your team will enjoy using.
What about the features you didn’t deem essential?
Most construction companies have access to a range of software products. There are excellent solutions available on the market that assist in managing safety, quality, and progress. Capsa does not intend to replace these. Instead, we concentrate on controlling information and managing design.
Behind the scenes, Capsa is developing and testing methods to harness AI to improve its existing features. Importantly, we are also considering whether these new features are beneficial for our customers.
We still believe that the control of design, contracts, and costs on construction projects are poorly served by existing software solutions. Keep an eye out for our new solutions to address these issues.
How can Capsa help?
Capsa presents a fresh approach. We provide an easy-to-use, modern user interface that addresses the fundamental need for access to and clarity regarding the latest construction information.
There is no opaque pricing or long-term commitment; it is straightforward and requires no complex setup or training. We have removed the traditional barriers to signing up, so give us a try, and if it doesn’t make you happy, you can leave anytime.
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