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Intrigued by the concept of the paperless office? Business document management systems replace paper files with their electronic equivalents, promising a competitive advantage by helping your business manage and protect data more efficiently, facilitate collaboration, and streamline operations. Document management software, sometimes called content management software, typically delivers storage, indexing and retrieval, search, and version-control capabilities. A document management system has much to offer your business. It can help you:
There are dozens of document management systems and they come in many different flavors. The pricing and costs of document management systems vary. Some systems are extremely complex and expensive, but others are simpler, cheaper and aimed at small business.
Document management systems can help you safeguard your information by providing multiple layers of security, including audit trails, password protection and encryption. Be sure to drill down on the security and data recovery features of any package you consider.
Consider an "on-demand" or "hosted" document management product. These applications are accessible over the Web through a browser. Buyers typically pay a per-user, monthly license fee to rent the software.
If you opt for an on-premise document management system, you will have to invest in hardware, including storage servers, scanners and, in sophisticated setups, microfiche scanners, document shredding and document storage services.
More and more industries are becoming subject to legislation that requires specific record-keeping procedures. For instance, Sarbanes-Oxley governs how companies must keep their financial records, while businesses in the health-care field have to comply with privacy regulations under HIPAA guidelines. Document management software can help companies across a variety of sectors stay on top of these laws.
The unique demands of legal document management have resulted in the creation of document management applications and system tailored the meet those needs, such as legal document management systems as well as one dedicated to legal document management software.
Keeping your documents organized is important for both personal and business purposes. In the digital era most all essential paperwork is kept in electronic files. When handled negligently these files can become just as cluttered as a home office cardboard box. Managing your documents will keep them organized and easily accessible.
In business there is a great need for a usable structure within the work place. Files must be stored in a way from which they can be retrieved without hassle. Document management saves time and resources while creating a professional atmosphere in the work place.
Having these files available often serves as a protection for your business as well. Having easy access to documents regarding insurance or other legal matters provides you with a security against frivolous or unfounded law suits. For many business this can save them from financial hardship and damaging claims.
There are many options available for document management. Several types of software have been developed for such a purpose and online file hosting can not only organize, but provide a secure back up for important documents. If you are trying to get your workspace organized try clicking the links to the left and explore options developed to suit your specific needs.
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