subject: Save Effort And Money By Storing Your Business Documents Online [print this page] Document storage is simple: storing your documents as electronic files. Online document management makes this possible as opposed to the physical storage of paper documents. And more importantly, these stored documents can be retrieved immediately and instantaneously.
Even further, there are hard dollar benefits to using a document management system. We will use invoice processing as an example. The system allows organizations to take advantage of early payment discounts. The accounting department can quickly pull up all related documents involved in the processing of an invoice such as delivery receipts, acceptance documents, etc.
Electronic document management holds many benefits over manual paper processing. With document management, your organization does not have to allocate funds for paper printing, copying, and faxing expenses. No phone calls need to be made in order to track down needed documents or information. With document management, all related documents can be retrieved immediately online.
Document security is typically another main concern of any organization. Document management systems can be set up to regulate who has access to specific documents, allowing for sensitive information to be protected. Not only this, but you can prevent someone from having the option to pick up a document off a desk without permission.
Another important aspect of security is ensuring that documents do not get lost or damaged. With electronic document management, you do not have to worry about looking through file cabinets or storage rooms for misplaced files. No more worry about employees accidentally leaving documents off the office premises, perhaps at home or forgotten at an offsite location.
Documents stored on a computer or network is not document management. Those computer files are typically only available to the person who has access to that computer or laptop. And what is the hard drive files without back up? Those files are gone. Computers also lack the indexing and searching powers of a document management system.
We have all done it at one point another. We have all lost documents on our own computers. You store them one way, then forget what that one way was. Not to mention, computer files are also subject to corruption or disaster. With document management, you have the power to index multiple documents into a useful grouping.
Computers and networks are also vulnerable to corruption, which can cause data loss. With online document management, backup and recovery are automated. Documents are still safe in the case of disaster, allowing for a guaranteed functioning business all the time.
