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What Makes A Web Based Document Management System Better?

Technology has been introduced to enhance virtually every aspect of traditional office work. Tasks have become quicker and easier to accomplish but at the cost of creating expectations of getting more done in less time. With this kind of pressure, who wants to get bogged down in years worth of archived documents?

Let’s face it, it’s good business sense to keep copies of every transaction, every idea or any other paper document relevant to your company. However, as we all know, year after year these documents can pile up. So should the need arise to locate a specific document, it may take hours to find. Or should you need to reference a document for a client, you want to have it at your fingertips immediately. If you can’t, your client may get the impression that your office is disorganized.

How a web based document management system can help
Fortunately, technology offers an answer to your document management needs in the form of web based document management software. The Document Management Software Group has been developing our web based document management software for over 10 years and what has emerged is a fully customizable, easy to use software program that allows for easy electronic storage and quick accessibility of all your documents.

Free up time, money and space!
With our web based document management system, you can manage your documents, save money and free up valuable time to dedicate to other office tasks.

Once your documents are transferred to the electronic file formats of your choice, you can make as many back up copies as you want on as many electronic storage devices. And after they are ‘filed’ with our web based document management program, you can classify and categorize them in any manner you see fit. Organize your documents by the type of document, the department who needs access to them, date, project – the choice is up to you.

In addition, a web based document management system offers the advantage of being accessible from anywhere. Your documents are stored on a remote server so that any client can access the files that you want them to access, documents can be shared instantly from one office to another, plus if you are on a business trip in another country, you can access the latest version of any document that you need simply by entering your user name and security codes on any computer with internet access.

The benefits are many
Aside from general storage space saved, and faster communication and document distribution, our web based document management software features all of the most state of the art security features to ensure that your valuable documents aren’t subject to hackers. And of course there’s the money saved! If you can reduce the time it takes to locate a specific document, then you can get to your next task that much quicker.

Ask any junior clerk how often they endure the headaches of digging through boxes or filing cabinets searching for a document that isn’t where it should be or one whose location is barely even hinted at. Even if it only takes 10 minutes or so to find it, compare that to finding it at the click of a button. Then consider how often documents are searched for in a day – the projected savings can be enormous!

Easy to use means easy to learn
Any software program that isn’t designed with the average computer user in mind my end up costing you more money than it saves. First, whenever an office implements a new software system, a period of downtime is expected in order for the staff to become familiarized with it to use it most efficiently. During this period, your income is very limited. The easier it is to use, the easier it is to learn. That means limited down time, and less time until your staff is up and at it again enjoying the increased benefits of your new web based document management system!

Second, we have had a number of clients come to us after trying what seemed to be a fully comprehensive web based document management system only to find that it was too difficult to use practically, and after a while, they just gave up on it completely. Not only wasting the money purchasing the product, but also in lost time trying to use the thing.

If you think that a comprehensive web based document management system is right for you, contact the Document Management Group today and through a consultation, we can implement the right document system for your office in no time!

If you would like to learn more about our web based document management system, click here. To request a free demo CD, click here.