Understanding online document management system
Does your business generate a lot of documents over the years? Are you still storing the documents in paper format in file rooms? Then your organization is one among the other organization that can opt for a document management system.
You might be needed
to invest in hardware and software for implementing a document management
system. But is there any other way out without investing in it or reducing
the investment? Yes. There is. You can opt for online document management
Online document management system is one that is hosted by a service provider. This application can be accessed over the internet. You need to have an account with the service provider to access the online document management system.
Once you have an account you can use the features of the online document management system to store the document you have on the web server provided by the service provider. With the system in place, storage and retrieval of documents is quite easy. You can have many users in your organization who can access the system. This enables access to the latest documents in the web server.
You have to get a subscription to the online document management system provided by the service provider. Subscription is usually for the number of active users in the system and not for those who are just viewing it. You can have control over who is uploading the documents to the web server. Getting reports on who has accessed the documents is also easy. By giving access to your clients and vendors you can definitely save on the cost of courier, by which you would have sent the document otherwise.
Version control integrated with the online document management system ensures that you always get the latest version of the document. Some of the systems also provide you access to the old document versions. For using an online document management system, all you have to invest in on the internet connection and a low configuration computer. The only software you need to access is a browser.
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