The Advantage of Online Document Management Systems

With online document management systems, documents are handled electronically throughout their life cycle, from creation to storage to archiving or deletion. An online document management system keeps documents that were created electronically as well as scanned copies of physical documents. These can then be accessed via the internet and retrieved easily using searches and indexing systems.

An obvious advantage of an online document management system is convenience, as files can be accessed from anywhere and transferred quickly from one user to another. In addition, it reduces the need for physical storage spaces and improves workflow and information management efficiency.

More specifically, an online document management system can provide the following benefits to your organization:

•    Fewer documents are misplaced as files are well organized.
•    An online document management system serves as a web based archive of documents.
•    You can keep track of who last edited a particular document.
•    Documents can be located easily and quickly – you don’t have to comb through stacks and stacks of papers.
•    You can create as many copies of a file as you want.
•    It is easier to comply with the Freedom of Information Act.
•    You can keep documents, emails, and faxes in a single system.
•    Users have better control over documents.
•    There is more space and less clutter, since documents are stored online and there is no need for bulky file cabinets.
•    Information can be shared among remote offices and workers; distance is not an issue.
•    It is easier to abide by industry legislation.
•    Large volumes of data can be stored.
•    Information can be integrated into other databases.
•    Electronic and scanned in documents are stored in one central location.
•    You can still access your documents even when you’re traveling, as long as you have a computer with an internet connection.

Online document management systems are useful for all types of businesses in different industries. For example, organizations in the engineering sector often employ such systems for storing and retrieving drawings efficiently. Online document management systems are also used by UK government departments such as the Home Office, the Ministry of Defence, and the National Archives.