3 Significant Advantages of Using Online Document Management System

3 Significant Advantages of
Using Online Document
Management System
Online document management is a process of storing documents as electronic files. There are certain
obvious benefits of this type of document storage solutions, as compared to physical storage of paper
documents. Having the right system ensures that you keep your client’s information protected while
making it easy for employees to collaborate with each another for the successful resolution of problems.
While basic paper file systems storage and other consumer-grade solutions might have been effective in
the past, simply storing the files in a metal cabinet in the corner of a room won’t cut it in the digital
world.
So if you want to make the change adopt something which is better suited to your organization’s
evolving needs, then consider online document storage. Here are the three significant benefits of
switching to an online document management system:

Enhance Productivity
Productivity is usually compromised while sharing files via email or as paper copies. Also, editing gets
complicated if more than one person is involved. If the editing is done on a paper, then someone should
take the responsibility of making the changes on the electronic version – not an efficient system. Thus,
an online document management system enables participants to upload their files and have multiple
parties to examine the information at once. If there is a collaborative function, stakeholders can also
leave their feedback directly on the platform, sharing the ongoing feedback with everyone involved.
Flexible Access
Business organizations are more flexible than 9 to 5, and workplaces are not restricted to traditional
office settings. This is why you need to know that you can access your documents whenever and
wherever you need them. Traditional ways of storing files can be limited – you might not be able to
access your workplace shared drive outside the office premises, and paper and email copies are not
always a secure solution. Online document storage gives you the flexibility to log on from multiple
devices, enabling you to get your work done from just about anywhere.

Protect Files
If you rely solely on either paper copies of documents or versions that are stored in shared drives kept in
your own office, then you could be setting your documents up for some major risks. Power outages
impacting your shared drive may restrict your access to the files, potentially leading you to miss
important client’s deadlines. The same goes for any disaster that can negatively impact your workspace,
including fire or flood. Therefore, trust the protection of your documents to the experts, those having
servers in the secure locations online that are designed to handle catastrophe.