6 Key Benefits Of An Online Document Management System
1. Retrieve documents in no time
When you try to retrieve hard copies of important documents it takes a lot of time and there is no guarantee you will be able to find them when you need them urgently. But when electronic images of documents are created and stored centrally, its possible to retrieve them in less time as theres no need to run around the office to locate that document. You can also access any other systems available from the desktop while retrieving documents.
2. Save office space
You can integrate all your documents into a document management system and reduce the amount of prime storage space required by paper. Storing documents for retrieval or regulatory compliance in the form of paper means they compete with people for space within an organization. A document management system puts an end to this problem, creating a more favorable work environment.
3. No misfiling
Online document management solution eliminates the chances of misfiling which occurs quite often with paper-based solutions when they are removed from storage and taken back to the desk to access other systems. Paper documents are sometimes lost or we are unable to locate them. There is also the risk of confidential documents getting viewed by unauthorized person.
4. Faster System, Flexible Search Option
In a document management system files can be retrieved by any word or phrase in the document with the full text search capability which is not possible with paper. Its also capable of applying multiple taxonomies which allows documents to be classified and stored in more than one way from a single instance.
5. Complete Security
Document management software provides complete security when it comes to managing sensitive documents and while give flexible control. It also allows access to documents to be controlled by groups or individuals. Paper documents do not provide same level of security because they are stored in filing cabinets or filing rooms and anybody who has access to the cabinet has access to all the confidential documents which can be tampered with if they want. A document management system keeps records of who viewed or modified an item which is impossible with paper.
6. Time Management
Time management is the key for success in any business. When your company has a reliable document management system you know half your job is done.