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Document imaging systems include scanners to help you convert paper records into electronic files, while document management software exclusively deals with electronic files. Both products include similar software: you’ll get security, tracking, and searching either way. For a one-time conversion of paper files, you can hire a scanning service, and not pay the hardware costs of a document imaging system.

Almost all document management software offers some degree of retrieval and storage, version control, and access control. Gathering details as to how the system needs to perform these tasks will help you choose the right software. Regulatory compliance is less consistent, so be sure to ask potential vendors how their offering addresses your industry's regulations.

Giving access to remote employees, contractors, or suppliers can really improve your business processes. Systems that offer remote access should also include multiple layers of security and variable access control, allowing you to grant some users access to only a subset of your documents.

A document management system needs to be integrated into your existing software systems to be efficient. The supplier you choose will help do the integration work, but some systems are more easily integrated than others. Knowing what systems you have in place will help them give you accurate information about integration timetables and costs.

Examples: Do you prefer open-source or proprietary software? Do you have an existing document management system that you're replacing? What types of paper documents does the system need to handle? Is there any industry-specific software you use that needs to be integrated with the document management system?