It should not be hard to retrieve the business documents you want. Searching through file cabinets or storage rooms is just wasted time that could be spent doing other things. With an online document management system, documents are available 24 hours a day with instant accessibility. This kind of system is compatible with small businesses with just a few staff or with worldwide conglomerates that have remote workers all over the globe.
What is document retrieval exactly? It's all about getting the right documents to the correct people. In order to do this properly, the documents must be secure and immediately available. With administrative privileges, authorized users can restrict access for specific users to certain data, guaranteeing security. The users who do have access to the documents require access instantaneously, which is also a benefit of an electronic document management application.
Let's discuss document retrieval for a second. Are you familiar with searching on Google or Yahoo? I thought so. Not getting the search results you were expecting can be annoying right? Well, with online document management, users don't just have 1 way to search. You can search for documents based on indexes set up that truly describe the document(s), such as document type, author, or more specifically, invoice number, vendor name, purchase number, and so on.
Another option for searching is conducting a "full text search." These searches allow a user to search by specific phrases or words within the body of the document itself. For example, a full text search on a company name might bring up additional information where the company was referenced, such as archived documents between employees discussing that company.
You are also able to index and retrieve by document types or dates. These kinds of searches are nearly impossible with a paper system, and very unlikely with documents that are saved on a computer desktop or laptop. These are standard searches within online document management systems.
Document retrieval is a basic component of electronic document management. What makes this so powerful is that electronic document management applications do not care if you are storing or retrieving scanned documents, word documents, slide shows or excel spreadsheets. An online document management application manages all electronic files as documents. While each kind of document might have specific information associated with it, being able to access all types enables users to find the information they need for their jobs.
What is document retrieval exactly? It's all about getting the right documents to the correct people. In order to do this properly, the documents must be secure and immediately available. With administrative privileges, authorized users can restrict access for specific users to certain data, guaranteeing security. The users who do have access to the documents require access instantaneously, which is also a benefit of an electronic document management application.
Let's discuss document retrieval for a second. Are you familiar with searching on Google or Yahoo? I thought so. Not getting the search results you were expecting can be annoying right? Well, with online document management, users don't just have 1 way to search. You can search for documents based on indexes set up that truly describe the document(s), such as document type, author, or more specifically, invoice number, vendor name, purchase number, and so on.
Another option for searching is conducting a "full text search." These searches allow a user to search by specific phrases or words within the body of the document itself. For example, a full text search on a company name might bring up additional information where the company was referenced, such as archived documents between employees discussing that company.
You are also able to index and retrieve by document types or dates. These kinds of searches are nearly impossible with a paper system, and very unlikely with documents that are saved on a computer desktop or laptop. These are standard searches within online document management systems.
Document retrieval is a basic component of electronic document management. What makes this so powerful is that electronic document management applications do not care if you are storing or retrieving scanned documents, word documents, slide shows or excel spreadsheets. An online document management application manages all electronic files as documents. While each kind of document might have specific information associated with it, being able to access all types enables users to find the information they need for their jobs.
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Every organization should improve their overall efficiency. One method to do this is by implementing an electronic Document Management system. Please follow the link to read our Document Management Blog.
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