The Benefits of Online Document Management

Document management involves managing documents at all stages from creation to storage and either archiving or destruction. A web-based document management system, or online document management system, is an electronic document system that is accessed via the internet. The online document management system stores a scanned copy of a document and also allow for fast retrieval through indexing systems or searches.

A web-based or online document management system has the advantage of being able to be accessed from anywhere in the world and allows for the fast transfer of documents.

The advantages of online document management

The advantages of using an online document management go beyond simple cost savings due to faster retrieval times and smaller physical storage spaces. Electronic document management systems also offer extra benefits such as efficiency of workflow and information management.

These are some of the main improvements an online document management system could bring to your business:

- Create more space and less clutter as you’ll no longer have to hold large paper file archives
- Reduce misfiled or lost documents
- Improve control of documents
- Reduce the business risks of just keeping one copy of files
- Easier compliance with Freedom Of Information Act
- Easier compliance with industry legislation
- Keep track of who did/saw what and when
- Share information between remote offices and workers
- Integrate information held in documents with other databases
- Capture large volumes of information from documents
- Create online archives of documents
- Archive paper, emails, faxes, MS Office documents in a single system

Who benefits?

An online document management system can include both documents that have been produced electronically and also documents that have been scanned in.

Web-based DM systems are useful for all types of businesses in various sectors. Organizations in the engineering sector, for example, often use web-based DM systems for the efficient storage and retrieval of drawings. They are also used by organizations such as the Ministry of Defence, National Archives and the Home Office.

Data Capture Solutions provides document management solutions, including online document management systems, and associated services to more than 400 of the largest businesses in the world.