Web based document management
Web Based Document Management moves the traditional document management systems (DMS) online to provide cost effective document management that is scaleable, flexible and secure.
Document management systems are computer systems that track and store electronic documents and scanned documents plus other business information. Good document management is a key component of enterprise content management (ECM) systems and is related to digital asset management, document imaging, workflow systems and records management systems.
By moving document management to a web based or hosted document management system also known as SaaS (software as a service) or cloud computing organisations can gain access to the latest document management technology without the need to directly own or maintain it eliminating capital and hardware costs. These systems also help to improve productivity and collaboration allowing access to documents and business critical information 24/7 from any global location with Internet access.
5 benefits of web document management
- No high, up front capital or hardware outlay
- Low cost pay as you go service saving you money
- Improved business contingency while reducing business risk
- Tailored document management software that meets your business needs
- Easy multi location access to documents and files
Security
With web document management it is vital that the documents are held securely and protected so that only the right people can gain access. Even within an organisation some documentation may be sensitive and access should be controlled.
A good web based document management system will use a high level of firewall security and include protection levels that are carefully monitored and continuously updated. In addition with compliance requirements in mind you should also have access to audit tools that allow you to monitor document usage and access levels.
As an added benefit web based document management also provides an instant disaster recovery with documents stored electronically and off site.
Web based document management software
There are a number of web based document management software solutions available including hosted MS SharePoint and FileStore Online (DCS's web based document management version of their award winning FileStore EDM). To find the right solution for you talk to an expert document management company like Data Capture Solutions. A good document management company can also provide administrative, backup, security, software upgrades, systems and database administration, hardware support and training.
