subject: Using Web Document Management Software [print this page] Using Web Document Management Software Using Web Document Management Software
Implementing web document management software will help you manage your business documentation more effectively. In addition, because it's web-based, you also have the opportunity to save significant amounts of money because there are no capital costs and no extra hardware is needed.
The best web document management software systems are flexible, secure and expandable.
What can I do with web document management software?
Using web document management software, you'll be able to access documents from anywhere even outside the office. Documents can be accessed via an internet connection, including on a desktop, laptop or mobile device.
This flexibility is great for businesses who wish to facilitate flexible and remote working for their staff.
Software and document scanning
Any type of scanned, digitised document can be indexed and accessed via the software. For example you'll be able to access:
Invoices
Receipts
Drawings
Plans
Microfiche
Negatives
Blueprints
Security considerations
Your documents will be rigorously security-protected. Sophisticated firewall technology is used to carefully monitor and protect against potential threats. The firewall technology is regularly updated so that you always have the highest level of protection.
You will be able to specify who can access your documents so only allocated staff will be allowed access. Unauthorised individuals will be denied access to the documents. The high level of security that is provided through web document management software is evidenced by the fact it is used by organisations such as the Home Office and the Ministry of Defence.
As well as being able to control access you'll also be able to audit and monitor who has accessed which documents and what, if any, changes have been made.
Viewing documents online
Most good software is browser-based which means that users don't need to install software or programmes to access and view documents.
Why use web document management?
There are a number of benefits to using web document management. These include:
There are no high up-front costs or hardware costs entailed
A pay-as-you-go service means you only pay for what you need and the service is entirely flexible to meet your business needs
Web document management reduces your business risks and improves business contingency planning
Web document management software is completely customisable meaning that a bespoke solution can be created to meet your exact business needs
Documents can be accessed anywhere and can also be accessed by multiple people at the same time, enabling collaborative working
