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You can use cloud based document management to store and track your electronic, scanned and OCR documents. Your company no longer needs many archive rooms and filing cabinets to pile up hardcopies. It brings with value-added benefits such as off-site backups, improved accessibility and more importantly, reduced costs. More specific advantages of this document management system (DMS) are given below: Compatibility with Existing Hardware and Application: With this document storage system, you can seamlessly integrate your current software. You can then add, search, locate, access, edit and submit documents to and fro the system. Authorized company officers/personnel can then locate documents and perform tasks online without worrying about software compatibility. They do not have to install new programs instead they will simply navigate the system, which has the same features, commands and tools like other applications. Cost Saving: You can significantly save more on costs with cloud based document management system (CBDMS) compared to traditional document filing systems. With less paper consumptions, you save on electricity, ink, storage space and risk of losing and reproducing important documents. Offsite Storage / Data Backup: With this type of DMS, your trusted service provider will handle your offsite server needs. You can always access and upload receipts, invoices, bank statements, etc. And since all documents are backed up offsite, there is assurance that data are not damaged or lost. It provides the advantages of accessing information using any internet enabled devices. Increase Productivity and Flexibility: Your firm can improve its efficiency by simply adding workflows using DMS. For instance, with cloud based document management system, your company simply scans and forwards incoming invoices for authorization. Because this is an electronic process, it is convenient and fast for everyone and that means increased productivity and flexibility. Data Protection and Security Check: Most DMS offer password protection, data encryption, account lockouts and audit trails, which tracks transactions of all users (that is, from uploading, accessing, editing, etc. of documents.) With CBDMS, your company is assured of maximum data safeguarding because of regular comprehensive security check. Depending on the DM service provider, there will be automatic backup scans and updates to guarantee saving of documents, as well as, ensuring data authenticity at all times. Real-time Collaboration: This type of system offers real-time collaboration. Your company personnel and clients can work simultaneously off the same page wherever and whenever they need to. Hence, all records are up-to-date and latest information is made available at all times to everyone concerned. With cloud based document management system, staff and customers are not limited by physical distance and interactive communication is well facilitated regardless where employees are located. Reduced Cost: Companies that implement CBDMS solution dispense only a reasonable amount of money but the long-term benefits are greater. You do not have to build, implement, monitor and maintain an offsite server site. No need for additional hardware, software and personnel. For CBDMS, all you need is a reputable service provider. If your company is still considering having paperless offices, it does not all occur overnight, rather it is one step at a time. A cloud-based DMS company is not completely paperless. The dependence on paper is only greatly minimized but some information still has to be in physical copies. Still, cloud based document management system far outweigh the advantages of traditional DMS of accessing, protecting, maintaining, archiving, etc. of documents. Are you looking for more information on cloud based document management? Visit http://www.tallega.com/products/filebound-on-demand-software/ today!
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