People often wonder what, if any, the difference is between document management and document storage. There are several differences, but I will limit it to these basic difference.
- Document storage is simply storing documents, you can do this on your computer, online (cloud)
- Document Management is typically a program that has several features that assist in inputting, storing, finding and sharing documents. This can be software you put on your computer or access online.
- Every business needs a way to manage and to store their documents; document management provides both solutions whereas document storage does not.
- Document storage usually offers a folder structure for storing documents and sometimes very basic search abilities.
- Document management solutions usually offer features such as audit logs, versioning, OCR (Optical Character Recognition), multi-user permissions, and various ways to import paper and digital documents such scanning, importing, and folder monitoring to just name a few.
- Document management systems give you a framework for organizing all organization papers. These systems work in tandem with scanners, which convert your paper documents into digital versions.
Online storage simply provides a place for you to store a variety of documents, However Document management systems do much more. They're essentially electronic libraries that can be easily searched, shared and managed. Some of the specific functions you can use document management systems for include:
- Storing various document types, including word-processing files, emails, PDFs and spreadsheets
- Creating new files directly within the system that can be edited and shared with others
- Searching an entire library of files by individual keyword
- Sharing documents with co-workers, departments and clients
- Restricting access to certain documents
- Monitoring who is viewing documents and when
- Tracking edits being made to documents
- Retrieving previous versions of edited documents
- Controlling and regulating when out-of-date documents can be deleted
- Accessing, editing and sharing documents via mobile devices
When looking into document management, you will encounter several types of tools: document management systems, document management software and document management solutions. In reality, however, they all accomplish the same tasks.
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Reference: - http://www.businessnewsdaily.com/8026-choosing-a-document-management-system.html#sthash.1fKKItP3.dpuf
Organizations are moving away from paper documents and are "going digital."
