Management Of Key Documents Is Made Easier By The Use Of An Electronic Document Management System

In the age of digital technology, companies of all sizes are operating their business with the help of electronic systems

. The electronic document management system is one solution available for all businesses to maintain, exchange, compile and share information online providing a single access and storage point. The Document Management System is one of the components of the Enterprise Content Management solution used to enforce rules that deliver on the companys information strategy to maximize its business content. An electronic document management solution provides user, in one or more locations, the tools to easily store, quickly search for and retrieve business files, and documents, increasing the management abilities of not only key documents, but all documents within the organization.

Relevant and critical documents are managed and shared in an efficient manner with a Document Management System. Furthermore, it can provide for a timely and efficient manner to simplify the work process in any business organization through the use of automated workflows. The Electronic Document Management System can also be used to track the life cycle of each document and create audit trails and enforce compliance with various government regulations.

Document Management Systems provide a number of measurable advantages which benefits the organization as a whole. From the simplest to the more complex include but are not limited to: making more office space available for use by removing those cluttered large paper file archives, protecting information from being lost, handing large volumes of information, keeping control over archive paper, faxes, MS Office documents, emails within a single system, improving the control and collaboration of information, eliminating the business risks of keeping one paper copy of a file, making it easy to track changes and access to documents, enabling the sharing of information between workers and offices, integrating documents with data in other databases and helping with standardization.

There are many advantages of a web-based document management system with regards to access and communication. The primary advantage of any web based application is that it can be used without installing a client software component in the PCs allowing the end user to get to the information from any machine by using a web browser with access to the network were the application is connected to. Document Management Systems can be accessed from anywhere in the world via the Internet or private networks. As far as data security is concerned, your documents are protected with the help of encryption algorithms, secured communications and innocuous passwords; much more high tech that keeping the paper archives cordoned off.

In summary, a Document Management System provides ease of management and access to key documents in your organization. The system does not have to be a high end and expensive application it just has to meet your requirements and deliver on ease of use and your needs for collaboration. Agree on a clear and concise strategy that will allow you to implement achievable goals and select a Document Management System that will get you at least 80% of the way there.

by:Corwin Smith

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