Traditional file management system has changed dramatically in the past century. Telecommunications, the Internet, and computers have improved efficiency of offices. Many companies still use paper-based file management system for regulated document management. Most of the businesses have financial, operational and technical barriers to overcome before Digitizing Documents management system. There are significant benefits of using cloud-based file management system.
Here are 10 benefits of using online document management system:
1. Reliable Backups:
It is very important that backup for the content is available. Without using proper backup company’s content can be lost. It has regulatory requirement that would be able to produce legible and original copies of the documents by having a strong backup solution for file management system. Once digitization of the data is completed, companies will be able to create backup copies that would be stored off-site. This ensures that a business can survive any disaster.
2. Increased Control And Security:
Documents should have adequate control and security over who can access particular information in the file. These files can be extremely sensitive and access of sensitive documents for an unauthorized person can create problems for a company. Filing systems or paper document can be very tedious to control and manage. With the help of cloud data storage, owners can set permissions on sensitive documents. Companies will be able to identify who has accessed the document at a particular time.
3. Hosted Collaboration:
This feature allows users to implement and create workflow for documents. This helps to improve the efficiency of an office with external and internal collaboration. Managers will be able to identify whether a file is in process for approval in a given time.
4. Improved Punctuality:
Employees that works from a remote location or in an office can get instant access to the documents required by them. They can search a file from their computers instead of manually dig through the file cabinet. This feature saves time and since the document is in a digital format it can be viewed by one or more people at once.
5. Low Filing Cost:
Filing and management of paper documents can take a high number of employees and thus it is expensive. Storing, processing and retrieving deleted records can be improved by using cloud based document management system.
6. Improvement In Version Control:
Users can search for a specific document or files quickly. This allows users to identify which file was currently edited. It provides date and time stamp of the information regarding the last update procedure of a document. It provides great benefits to users that want to access most recently updated documents.
7. File Management With Increased Efficiency
Online document management system can increase the productivity of the staff by offering massive improvements. Instead of digging through cabinets of files for accessing documents. Employees can simply search for the information from their computers. Once accessing the documents employees can either read it on the computer screen or print a copy of the desired document. Also in online file storage there is no chance for the document to get lost.
8. Improved Search Options:
Properly indexed content will allow users to reduce the amount of time lost looking for information and will improve decision making process. Online cloud storage uses Optical Character Recognition(OCR), this technology enables users to convert different types of documents such as PDF files, paper documents and images captured by digital camera that contain searchable and editable data. Once the data has been converted to OCR format, it is easier to store, organize, search and display data online.
9. Consistent Content:
Online file management consistently allows controlling, renaming and formatting to the documents. It implements digital designing and workflow to the filing process for a document. Documents will be saved using same required information such as Expense Code, Invoice detail, Vendor Name, Date, etc.
Digitizing documents will allow companies to assign the task to specific users if they require it. Improved workflow capabilities will allow them to organize and route documents throughout the company. It also provides tracking ability to companies that would help to track the work progress and receive email notifications about the status of a document.