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Online Document Management System– How Can It Help You?

Published on 15 November 16
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Online Document Management System– How Can It Help You? - Image 1

The introduction to the electronic method of managing documents has changed the way the industry works now. The sectors such as banking, consumer goods, and insurance have a lot of data to be recorded; therefore, they are in need of Document Management System for their company.

The traditional modes of keeping the physical documents have a lot of disadvantages like having a higher chance of the data getting lost, documents not maintained in sequence, the data getting destroyed and the list goes on and on.

Online Document Management System Definition

Online Document Management System is a mechanism and technique for keeping data in a systematic order. It facilitates the creation of data, storage, keeping records, indexing, and retrieving documents in the system.

It uses software to manage and index all the data electronically. Through the interface of the program, you can search, share, edit, assign permissions and perform other tasks related to your documents.

How Does Online Document Management System (ODMS) Work?

If you are looking to go the EDM way, here are some of the things that you should know.

  • Feeding of documents into the system

To store the data, we first need data that can be stored. When the document is received, it is fed into the Online Document Management System by scanning if it is in the form of paper. If the information is in the soft copy, scanning is not required.

After scanning, the person who is responsible for the data entry such as a clerk or an Admin names the document and appoints a file number and a tracking code. By doing this, it makes sure that the file can be found easily in the quickest time possible.

  • Software for Managing Documents

Software for managing and recording data has been introduced in the market which provides a lot of facilities in keeping the data in a systematic order. Many of the companies over the time have evolved by using this method.

It has brought an ease into the system and day to day activities of the business and different sectors. There are many apps and software which gives a complete assurance of the data being protected and secure. They provide a full guarantee of the safeguard of the company’s data which protects the self-interest of the organization.

  • Data sharing facility available

When the data is entered in the Online Document Management System, the organization needs to review the data whether it is reliable or not. Therefore, software has come with an option of sharing data with the team so that the assigned person can avail the data and use it for review.

Sharing gives a benefit of receiving the data from anywhere around the world with the use of the Internet. Employees of different departments can work on a particular document without the need of a hard copy. Data can also be shared between departments for managing workflow.

  • Guarantee safeguard of Information and critical data

The traditional way of keeping records of the data doesn’t give a full guarantee of security against data loss. Software Companies have come forward with a solution of password protected Login, Security against hackers, etc.

The Document Management System is totally reliable and recommended to keep the information in this system because it doesn’t threaten the security as compared to the traditional means.

  • Data Backup

The great thing about Online Document Management System is that the data or information can be saved as a backup by having another copy. Backup is used, if the information or the data has been lost by some technical error or if some changes have occurred in the original database.

You can retrieve data so that your entire information which has been lost can be retrieved back again into the system. You can also backup your data in the cloud so which makes it super safe.

Online Document Management System has made things very easy for companies, industries, and the hospital sector. All businesses need to record their Data in Online Document Management System for a smooth performance and time and cost savings.





Online Document Management System– How Can It Help You? - Image 1

The introduction to the electronic method of managing documents has changed the way the industry works now. The sectors such as banking, consumer goods, and insurance have a lot of data to be recorded; therefore, they are in need of Document Management System for their company.

The traditional modes of keeping the physical documents have a lot of disadvantages like having a higher chance of the data getting lost, documents not maintained in sequence, the data getting destroyed and the list goes on and on.

Online Document Management System Definition

Online Document Management System is a mechanism and technique for keeping data in a systematic order. It facilitates the creation of data, storage, keeping records, indexing, and retrieving documents in the system.

It uses software to manage and index all the data electronically. Through the interface of the program, you can search, share, edit, assign permissions and perform other tasks related to your documents.

How Does Online Document Management System (ODMS) Work?

If you are looking to go the EDM way, here are some of the things that you should know.

  • Feeding of documents into the system

To store the data, we first need data that can be stored. When the document is received, it is fed into the Online Document Management System by scanning if it is in the form of paper. If the information is in the soft copy, scanning is not required.

After scanning, the person who is responsible for the data entry such as a clerk or an Admin names the document and appoints a file number and a tracking code. By doing this, it makes sure that the file can be found easily in the quickest time possible.

  • Software for Managing Documents

Software for managing and recording data has been introduced in the market which provides a lot of facilities in keeping the data in a systematic order. Many of the companies over the time have evolved by using this method.

It has brought an ease into the system and day to day activities of the business and different sectors. There are many apps and software which gives a complete assurance of the data being protected and secure. They provide a full guarantee of the safeguard of the company’s data which protects the self-interest of the organization.

  • Data sharing facility available

When the data is entered in the Online Document Management System, the organization needs to review the data whether it is reliable or not. Therefore, software has come with an option of sharing data with the team so that the assigned person can avail the data and use it for review.

Sharing gives a benefit of receiving the data from anywhere around the world with the use of the Internet. Employees of different departments can work on a particular document without the need of a hard copy. Data can also be shared between departments for managing workflow.

  • Guarantee safeguard of Information and critical data

The traditional way of keeping records of the data doesn’t give a full guarantee of security against data loss. Software Companies have come forward with a solution of password protected Login, Security against hackers, etc.

The Document Management System is totally reliable and recommended to keep the information in this system because it doesn’t threaten the security as compared to the traditional means.

  • Data Backup

The great thing about Online Document Management System is that the data or information can be saved as a backup by having another copy. Backup is used, if the information or the data has been lost by some technical error or if some changes have occurred in the original database.

You can retrieve data so that your entire information which has been lost can be retrieved back again into the system. You can also backup your data in the cloud so which makes it super safe.

Online Document Management System has made things very easy for companies, industries, and the hospital sector. All businesses need to record their Data in Online Document Management System for a smooth performance and time and cost savings.

This blog is listed under Development & Implementations Community

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  1. 16 November 16
    0

    Thank you for sharing. But with the evolution of SaaS based services like Dropbox, Google Drive etc., that provide storage space to enterprises with APIs to store, preview, edit and retrieve documents at ease, what are the challenges you forsee for Document Management Software and Systems in the market?

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