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Document Management

Document Management

What’s the difference between a document management system and folders stored on a network server (file explorer)?
Most companies organize files and folders on a file server in their office or hosted off-site. Saving your files to a server allows for those files to be shared to all users in the office. In many cases this is all that is required.

When would you require a Document Management Service?
Some scenarios would include:

  • Metadata, maybe you need to be able to store additional information like client id, case number, company name, etc. with each file saved.
  • Searching, find documents using criteria such as; client id, account number, company name, or case number.
  • Integration, many document management systems integrate with other applications, so that users may retrieve existing documents directly from the document management system repository, make changes, and save the changed document back to the repository as a new version, all without leaving the application. Such integration is commonly available for office suites and e-mail
  • Versioning, where changes to documents are kept in new versions and it’s possible to go back to prior versions of the document
  • Scanning, many organization are reducing stored paper copies by scanning the original paper copies to a digital copy. A document management system can make this simpler.

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