Online Document Management - Its Capabilities
Another name for Web-based document management is online document management. There are two forms of document management. One is based on software installation at the client end. The other form, online document management, which is hosted document management, comes in the form of software as a service. For Web document management online document management systems are used by companies.
This article focuses on the capabilities of online document management.
The chief feature provided by online document management is the capability to store, organize, view, edit, and publish documents from anywhere in the world, through the Internet facility. The major advantage is that a client-company does not need to maintain any software installation at its end.
Plus there is no need for a client to maintain any servers. This translates into quick setup as well as deployment. A company is provided the capability to share its documents with authorized persons, who may be its employees, its customers, or a distributed workforce, remotely from any Internet-connected computer in the world. The other major advantage for a company is online storage of documents. This directly manifests itself in no maintenance of any document storage space by the company. Web-based storage comes with redundant storage facilities with 99% uptime guaranteed. Permission-based access control system is also provided by a Web-based document management system. The immediate benefit is that such controlled access to any document or folder will deny unauthorized persons from viewing, editing, or deleting documents. Password protection and 128-bit encryption is also available. A company can assign rights such as read, write, modify, and delete permissions to its authorized users and data. Always updated virus protection is also available as a bundled service. So, the desired level of security is still obtainable without the need of maintenance of any virtual private networks (VPNs) or firewalls. Document versioning control is also one capability of Web-based document management. For a document, overwrite protection, document locking, and commenting features are offered. This means that different versions of the same document can exist. So all in all, this means that document collaboration can be implemented through Web document management. Real-time online data backup is another useful feature available with Web-based document management. Another capability that is available with online document management is that a company can start out with procurement of those module-based features that it requires at a certain juncture. Later, as required, and on business growth, it can add other modules. So, a company always pays for the features that it has chosen to buy and use. Such pay-as-you-go-pricing mechanisms will definitely be a definite yes-yes with most companies. A vendor guide to online document management systems is easily available on the Internet. You can access this to compare the various features offered by various vendors which provide such services. For knowing prices, you will have to send RFQs to such vendors after putting forth your online document management requirements in the form of a specification.
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