Say no to manual document management, go electronic
Say No to Manual Document Management, Go Electronic ! Achieving success in modern business scenario requires the right application of technology and software. Nowadays companies are relying on online document management applications to store their information. Online document management applications are designed to store and manage and track all electronic documents and media. These systems are also known as electronic document management systems (EDMS) and provide efficiency to the business and nowadays efficiency is the watchword for any business. A document management application helps a business improve their efficiency in four ways- It stores and manages all paper documents in digital form thus reducing the manual labor involved in the process. Storing physical documents requires a huge amount of space but document management software drastically reduces it by converting it into digital formats. EDMS increase the ability to comply with appropriate regulations. Online document management system allows employees to collaborate and work remotely thus decreasing the amount of office space.Features of EDMSData CapturingEntering data into online document storage is not a difficult task. By simply scanning the imagesthat documents can be uploaded in the system and documents that are already in an electronicformat can also be stored in the system.Retrieving DocumentsDocuments can be retrieved easily by searching for them. Moreover as documents are savedinto different folders with different names finding them becomes easy. Some online documentmanagement software allows users to tag documents with custom metadata making the searchmore comprehensive. This saves a lot of working hours.Incorporation between Other DocumentsIn a big organization transferring data to other persons or offices is important. Onlinedocument management systems make data transfer easy as documents are stored in a centralrepository.
WorkflowIn every organization documents need to be routed to the people who are working with it,doing it manually takes a lot of time. Document management software helps by making therouting process easy and fast. Its automatic functionalities ensure that the right documentreaches the right person in time.Version ControlDocument management systems are able to control multiple version of a document. It is quitenatural for a specific document to go through several changes during its lifecycle. A documentmanagement system keeps tracks of all the changes and enables users to revert back to anearlier version of the document if necessary. Online document management software controlsthe different versions in two ways- Concurrent Access and Concurrent Versions Systems.Security of the DocumentOnline document management systems provide a host of security feature ensuring thatdocuments remain safe from unauthorized access. 256 bit encryption along with multi-layersecurity access makes sure that only people with permission can access documents.