subject: Six Benefits of Using Web Document Management Software [print this page] Six Benefits of Using Web Document Management Software
Web document management software allows you to store and access your business documentation online. It has a number of benefits for businesses.
1.Access to your files
Online document management systems allow you to access your documents from absolutely anywhere, as long as there is an internet connection.
Documents can be accessed by dial-up, broadband desktop, VPN, wi-fi, laptop, PDA and even mobile phone.
These systems are ideal for all types of businesses. For example, some firms have remote workers or staff who need to travel for work. Increasingly businesses are looking for effective ways to allow staff to work from home.
2.Cost-effective
Web document management software is a cost-effective solution for businesses of all sizes.
Because the solution is internet-based, there are no upfront costs to pay and no additional hardware is required.
In addition, pay-as-you-go services are available to help businesses budget. This also presents a highly scalable option.
3.Integrate with document scanning services
Online systems work perfectly with document scanning services. All types of scanned documentation can be stored online. Documents include: letters, invoices, receipts, drawings, blueprints, negatives, microfiche, microfilm and more.
4.Security you can trust
Web-based document management systems use highly sophisticated firewall technology to protect your documents. These systems and their protection are so well trusted that they are used by organisations such as the Home Office and the Ministry of Defence.
The security provisions of the software means it is easy to have completely flexible access to your documents, whilst also having the peace of mind that they are protected from unauthorised access.
Storing your files online also enhances your business continuity if the worst happens, such as a fire, flood or break-in, you can rest assured your documents are safe.
5.Control
Online systems for managing your documents give you complete control. You have control over key issues such as who can access what and what functions they are able to carry out.
You also have an audit trail, through which you can track any changes that have taken place on every document. You can even see who made the changes and when.
The systems are also highly customisable. The exact software can be specifically tailored so that it meets your business needs.
6.Increase productivity
Your employees will be able to access documents and files at the click of a mouse no more searching through filing cabinets and keeping customers waiting. No more printing, posting, faxing and photocopying and no more lost documents!
All you need to do is a quick search and the document you need will be found in seconds.
