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== When we talk about online DMS, web-based type and electronic ones are the typical application of this form. Just as effective document management has become an increasing priority for large companies, it has also become more important — and viable — at smaller nonprofits. The degree of safety in online DMSs depends on each type and its supportive incorporation with technical enhancements.
== And while free tools like Google Desktop or Windows Desktop Search can help in increasing your document-management efficiency, more sophisticated and secure document-management tools — called Document Management Systems (DMSs) — are likely within your reach.
== The earliest electronic document management (EDM) systems managed either proprietary file types, or a limited number of file formats. Many of these systems later became known as document imaging systems, because they focused on the capture, storage, indexing and retrieval of image file formats. The applications grew to encompass electronic documents, collaboration tools, security, workflow, and auditing capabilities.
== These systems also enabled an organization to capture faxes and forms, to save copies of the documents as images, and to store the image files in the repository for security and quick retrieval (retrieval made possible because the system handled the extraction of the text from the document in the process of capture, and the text-indexer function provided text-retrieval capabilities).
=1= Government agencies are continually trying to searching for the best solutions at the lowest total cost of ownership to meet the growing needs of their constituents. The goal is to increase efficiency and communication while guaranteeing compliance to all regulations.
- KRYSTAL™ DMS improves government document management with paperless solutions that speed information retrieval, reduce the cost of storage, and improve the efficiency of government processes.
- KRYSTAL™ DMS is an Electronic legal document management system, which manages forms, pleadings, case files, contracts, and other client and law firm documents electronically so staff and attorneys have instant access to legal records and email messages - from any location.
- It also manages legal documents and other documentation in a secure, legal document management system where information is easily retrieved and secure. Thus, exchange information constantly and collaborate with so many people throughout a typical work day, that implementing Document Management System becomes inevitable.
=2= While many EDM systems store documents in their native file format (Microsoft Word or Excel, PDF), some web-based document management systems are beginning to store content in the form of html. These policy management systemsrequire content to be imported into the system. However, once content is imported, the software acts like a search engine so users can find what they are looking for faster. The html format allows for better application of search capabilities such as full-text searching and stemming
=3= Recently, a new kind of DMS which is called "Enterprise-Level Systems"; these robust, sophisticated systems usually require a strong database back end such as Microsoft SQL or Oracle and tend to be expensive. Enterprise-level systems include the advanced features listed above, and some are even tailored to particular industries, such as legal or accounting firms. Examples of powerful enterprise systems include Open Text eDocs, Interwoven WorkSite, and EMC's Documentum.
=4= Another form is Microsoft Office SharePoint (MOSS2007).
- Microsoft SharePoint is an interesting and fairly unique offering in the DMS area. While it's best known as a corporate intranet platform, the2007 version of the package provides building blocks for content-, document-, and knowledge-management, with tight integration with Microsoft Office documents, sophisticated workflow and routing features, and extensive document and people-searching capabilities.
- It is a powerful tool and — typically — an expensive one, but because it is available to qualifying nonprofits for a low administrative free through TechSoup (which offers both SharePoint Standard Edition and Enterprise Edition), it is also a far more affordable option for nonprofits than similar DMS products on the market.
- One caveat: SharePoint, unlike other kinds of DMSs, stores documents in a database rather than in your file system, which can make the documents more susceptible to corruption. (Note: SharePoint Server is a discreet product that should not be confused with Windows Shared Services, which comes bundled with Windows Server2003.
== As the future of DMS has significantly changed over the last decade, the migration of most major DMS systems was from desktop to browser-based applications, as well as their ever-increasing efficiency and search functionality. The growing popularity of Software as a Service (SaaS), tagging, and RSS tools are likely to impact the DMS space as well.
=5= Software as a Service (SaaS)
- SaaS platforms like Google Apps and Salesforce.com store documents online, on hosted servers, as opposed to on traditional internal file servers.
- Google Apps doesn't currently offer the detailed document profile options standard DMSs do, but it will be interesting to see how that platform evolves.
- Salesforce has been active in the document management space. Its constituent relationship management (CRM) platform currently allows organizations to simply upload documents for a constituent
=6= Tagging
- A startup called Wonderfile has introduced an online DMS that incorporates the heavy use of tagging to identify and describe documents. Using this software, you would move your documents to the Wonderfile servers and manage them online with Del.icio.us-style methods of tagging and browsing.
- A drawback to Wonderfile is that, although a creative solution, storing and sharing your documents online is more valuable when you can edit and collaborate on them as well. As full-fledged, Web-based document creation and editing platforms, Google Apps and its peers are a better alternative, despite their lack of tagging functionality.
- Microsoft has also been quietly adding tagging capability to their file-browsing utility Windows Explorer, allowing to you add keywords to your documents that show up as columns that you can sort and filter by. This works in both Windows XP and Vista.
=7= RSS:
- While none of the existing DMSs are currently doing much with RSS — an online syndication technique that could allow users to "subscribe" to changes to documents or new content via a Web browser — Salesforce plans to integrate RSS functionality with its new Koral system. This type of syndication could be a useful feature, allowing groups of people to track document revisions, communicate about modifications, or monitor additions to folders.
Lawmakers in various countries stresses the need to save documents and files online, rather than the traditional way: paper. Different verticals such as pharmaceuticals, IT, and banking have started implementing and harnessing the benefits from online document management.
There are many advantages: digital file storing and sharing is safe and secure, protects unauthorized use through security layers, and reduces cost, to mention a few.
Online Document Management system files and documents in asafe and secured system that will ensure best safety for these files.
If the Document Management site is secured....than it is safed
Yes, Online documentation more safe without any virus affections. Many renown Compnay providing online data storage such as Google Drive, Sky Drive by MicroSoft, Dropbox, Box.net etc. You can also manage your diagram and Chart onto Draw.io and LucidChart.
Well this is really an issue, but as there are a lot of webspaces providing online document management. I think before choosing an online system, should go through the privacy policy. Most of the sites are following strict policy and are safe. You should choose it very carefully.
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Online Document Management in a web farm or now on the cloud is the latest trend in document managment and is safe as long as secure practices are used for the creation of the space. However it msut be understood that paperless offices are the workplaces of the future and they are inevitable to come about.
Certainly must take into account all documents whatsoever, especially online
Yes, i think so, if it is under internal network. this is the Electronic Document Management, including the real workflow of all documents. it support document controller in fastness of distribution of copies for revoew and approvals
