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A hosted document management solution is a great way for offices to save money while keeping their sensitive paperwork secure. Many organizations actually waste hundreds to thousands of dollars a year on labor costs accrued due to filing and retrieving documents, as well as the expense of generating, duplicating and storing paper reports. Instead of wasting this money, why not invest in a hosted document management system instead to improve your company’s productivity? The advantages of a hosted document management solution include: 1. Low cost of adoption. Organizations no longer need to invest in and maintain the software for their own document management systems; instead they simply have to pay the monthly costs of storing its digital documents at a secure off-site facility. 2. Instant access. Even though the documents are not physically on-site, offices can still easily access them through the Internet. This saves precious time and effort as staff no longer have to spend time physically looking for important documents, allowing them to focus their efforts on more important work. Staff can search for documents using bar codes associated with the files or by full-text searches based on chosen text. 3. Security. The organization can implement measures to limit access to particular files using techniques such as password protection and encryption of documents. In addition, audit trails can also be created to track staff members who have accessed particular documents, to further enhance security. 4. Being able to comply with Federal regulatory requirements. By using a hosted document management solution, an organization can easily adhere to national guidelines for the storage of corporate documents. Here are some tips on how to choose the right hosted document management solution for your organization: 1. How much storage capacity do they offer? If you are a small business this may not be much of a consideration but if you are a big organization who will be adding new files on a daily or weekly basis, you should ensure that the storage offered is enough to accommodate them. 2. How much do they charge? While price should not be the main consideration when choosing a hosted solution, it is still an important factor in deciding which company to go with. How much do they charge and what do you get for what you are paying? 3. What content types does the hosted solution support? Apart from Word documents, companies may also generate a wide variety of other content, from scanned images to e-mail messages. Will the company you are considering be able to archive them securely? 4. How easy is the retrieval system to use? The hosted solution should offer a user-friendly interface that allows your staff members to easily learn how to use it in order to avoid downtime as the office adjusts to the new storage solution. 5. How good is their customer support? Do they offer a 24/7 helpdesk that you can call in case of emergencies? 6. How secure are your documents? Does the hosted document management solution provide regular maintenance and backups to ensure that your documents are safe? Are you looking for more information on hosted document management? Visit http://www.tallega.com/products/filebound-on-demand-software/ today!
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