8 Reasons to Use Document Management Software

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Document management software is designed for use by organizations of all sizes. This seamless solution controls and manages information created from disparate sources while stored in different forms, including paper files, archival box storage, document images, digital application files, computer print files, emails, faxes, web site pages, and many others. Document management software is designed to accept and combine these various information sources, organize them, distribute them via workflow, store them, and provide secure access when needed.

Document management software solutions provide these advantages:

1. Versatility

Content management systems combine integration, document imaging, digital file management, e-forms, and business process management into a cohesive, single application process.

2. Immediate access to information

As a web browser-based system, programs give users access to information where and when it is needed. All that is needed is a computer with a browser and Internet access.

3. Savings on storage costs

Space is one commodity that is not on the increase. Whether a business archives hard copy files in-house or outsources their storage, taking these records virtual realizes savings of both money and space.

4. Immediate disaster recovery

Virtual storage of paper documents ensures that recovering lost data happens quickly and efficiently.

5. Unlimited access

Many programs come with a licenses for unlimited use. There are no restrictions on the number of users or the number of projects it can contain.

6. ASP or In-House

Users may host their own data files in-house, or a hosting company can host it for them.

7. Easy to set up and use

If an employee can use a web browser, he or she can access needed information with a web-hosted program.

8. Physical file and box tracking

Select web-based programs also offer the ability to manage, access, and control paper files and archival box storage. By creating colored labels with bar codes, hard copy can be requested, checked in and out, and tracked from a central location or be requested by email.

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