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Earlier it was absolutely cumbersome to store documents, whether hand-written, printed or electronic in nature. Often people lost valuable things due to the lack of proper document management solution . But this problem has been addressed with the software developed to ensure that we never have to bother about our document’s management called document management software . A document management system (DMS) is a computer software (or set of computer programs) used to track and store electronic documents and/or images of paper documents. It is usually also capable of keeping track of the different versions modified by different users (history tracking). Well in a nutshell, it’s a way for teams and/or businesses to share, store and edit documents digitally. The earliest electronic document management system managed either proprietary file types, or a limited number of file formats. With further innovation, today the electronic document management has grown to encompass electronic documents, collaboration tools, security, workflow, and auditing capabilities. Online document management software is able to replace those bulky file cabinets, but that’s not its only advantage. This software speeds up the sharing and collaboration process greatly. Having the ability to quickly and easily share documents via an online workspace can be a priceless tool for any business. Since document manipulation and sharing takes a fraction of the time with the help of document management software, it inevitably increases both productivity and efficiency as well. With document management software, all of the company’s documents and data are digitally stored in one place, making it easily accessible from any computer with Internet access. Think about the money saved by going digital: paper costs, ink/toner costs, storage costs (i.e., file cabinets), paper waste removal, printer maintenance. The cost of paper can add up quickly in an office environment, so reducing those costs by switching to digital files can add up to substantial savings. The cost savings benefit of online document management software can be seen both directly and indirectly. Therefore we can clearly say that utilizing online document management software has many benefit over traditional file management methods, including major cost savings, eliminates the need for bulky file cabinets, increases productivity and is an eco-friendly solution.
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