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What Are The Different Aspects That Make Online Document Management System More Effective?

Published on 19 December 16
What Are The Different Aspects That Make Online Document Management System More Effective? - Image 1

Document management and safe storage system is an integral part of every business. The volume of documents keeps increasing every day hence, management and storage of documents become difficult. The things become worse if company is using traditional file storage system.

Effective management of documents help in legal business operations. Online Document Management System (ODMS/Online DMS) handles every company document in a very practical way. Digital copies of paper documents are created using document digitizing services and store them securely in cloud storage. The cloud storage provides instant access and strong data backup features to the company data.

But, the question always pop up in mind, what things have made online document management extraordinary? Well, the answer is lying within the enormous advantages and features that online document storage provides.

Here are some benefits of online DMS that provide extraordinary features and advantages to organizations:

Instant Access And Sharing:

Once all the documents are scanned they are stored in remote cloud storage. Users can get quick access to these document with the help of Internet. Users can access it from remote locations using laptop or smartphone.

Documents are shared easily among many users. Cloud storage provides different sharing options like folder sharing and individual file sharing. Only authorised users are able to view the shared files.

Access Control:

Online DMS provides instant file sharing options to the users. Sometimes, there might be chances of illegal access to document and modification can be done by unknown users.

Access control over documents anticipates only authorised access to the shared documents. No other person can view or change the content of documents. Users can access documents with the help of secure remote access.

Document Editing:

Editing process in paper documents is expensive and wasteful. User have to mark the changes with colored marker so that one will be able to find the changes made in documents. Also, if there are some corrections, users have to print the new document for a correct copy.

Above process waste lots of paper as well as money. Online DMS provides convenient method to keep track of the changes made to the documents. The changes made with document is highlighted with different color along with the time document is edited and by whom.

Extra Office Space:

Offices are now emphasising on paperless document environment. Online file storage can free up more office desk by storing files virtually in cloud. The unwanted documents are managed effectively using online document management system so that it can create extra space for urgent documents.

Enhanced Safety:

High level security to all the document is the key feature of DMS. Traditional file cabinets are more accident prone. They can be accessed by any user and there might be chances of information theft. Also, the disasters like flood and fire can cause damage to the precious data of the company.

In cloud storage, user can change the access permission for documents. User can set permissions like view only, read and write, sharing. Hence, no unwanted person can access or steal the important content in documents. Also, data store in the cloud is safe from natural disasters.

Strong Encryption:

Data stored in cloud is more likely to be hacked than data store on physical server. But, with advance in technology, online DMS solutions now provide strong encryption algorithms to data. It will help to protect data from severe cyber attacks.

Data Recovery:

Regular backup of data can help to recover the documents. In case of any disaster, documents are easily recovered from the cloud networks.

Various Integration Of DMS:

In order to make business more effective DMS solution provide desktop software and smartphone app integration.

  • DMS Software:
The DMS software provides coherent solutions to manage office documents in an effective way. It allows functionalities like indexing, categorizing, sorting of documents.

DMS software keeps tracks on all the activities happen with documents. It collects and manage data in a sophisticated way according to business requirements.

  • Mobile App:
The users can store and access different documents on smartphones using the mobile app for DMS. Cloud computing framework has made it possible and provides a remote access to documents stored in the cloud.

Infrastructure And Storage Space Compatibility:

Every business has different requirements to run a business smoothly. The need of infrastructure and storage space changes according to the size of business.

DMS solutions are available according to the user requirements. It provides basic storage range to all services inclusive DMS solutions.

Big organizations can buy complete DMS software for long term use while small businesses can rent the DMS software according to the company budget. Hence, DMS solutions have a wide range of compatibility options for both small and big organizations.

Any business, small or big, can make extra turnover through abundant Online File Management System. Along with high productivity, online DMS also provides strong control over paperless documents and reduces the risk of information theft.

This blog is listed under Development & Implementations and Data & Information Management Community

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