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Documents and files written in paper are an integral part of every business. There is always a constant need to generate and receive paper which contains information that is essential for every business. But as your business grows and expands, you also find yourself accumulating more and more paper that would need many filing cabinets to organize which makes finding needed documents very tedious. This is where a documents management solution comes in handy. Documents management solution can make organizing, filing and retrieving files easier for you. It can automatically organize and file documents according to how you program it. By just typing a word or a phrase of documents that you need, it will retrieve it for you in a matter of seconds. You don’t have to go through piles of paper anymore and spend your entire day looking for a file as this system does it for you. You can have this system installed in your system through hosted document management or on premise solutions. There are many benefits to a hosted document management that you won’t get had you opted for on premise solutions. For one, it makes operation costs lower since you get outside sources to manage the system for you. Two, there is a lower cost of entry since you won’t have to buy any additional hardware and other important items to make the system work. Three, since there is no additional costs incurred, it makes for a lower total cost of ownership since you pay the host for its services. Had you opted for on premise solutions you not only have to pay people for tasks associated with the system you also have to buy some materials to make the system work which can accumulate for a larger cost in the long run. And four, since there are lower costs to a hosted document management there is definitely faster return of investment expected. There are many that offer hosted document management solutions out there which can make choosing very hard. Here are three traits that to look for when finding the right one for your company. • Functionality – it is important to choose a solution that can cover the needs of its user base. If your employees are always mobile, have one that can be accessed through their mobile phones or laptops outside the premises of your office. If your employees are scattered in separate locations, look for one that can be accessed in several parts of the world where you have employees. • Architecture – this is important when looking for hosted document management as this will determine the privacy of your documents. If you don’t want to share an application layer with other clients of the host, look for single-tenant architecture so you are sure your documents are protected. But if you don’t want to spend too much and don’t mind sharing an application layer, multi-tenant architecture can be acceptable. • Service Uptime – make sure to always ask your storage space, service level agreements that you have as well as the uptime service to minimize hassles in the future. A hosted document management can bring many benefits to a company. But make sure that all three traits are present before you agree to the contract to ensure that you get nothing but the best services in organizing and managing your documents. Are you looking for more information on hosted document management? Visit http://www.tallega.com/products/filebound/ today!
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