A Document repository is a computerized system used as an online storage to store and track documents. Simple as that! Online document repositories can also track modifications made by different users to the original version. Documents can be stored in numerous ways in an organizational set-up depending upon the requirements or needs of the employees e.g. shared network, individual hard disks, CD’s or online storage for remote access.
For developing businesses and enterprises, document management systems/personalized document repositories are the solution for fast, remote and reliable access to all critical information. Document repositories and electronic document management make it easy to get rid of extra paper and stationary costs as well as frees up space- but that’s the simplest of benefits.
Storing valuable organizational information using document repositories is a very advanced and sound practice in medium and large enterprises these days. All the necessary documents are kept in a single repository thus simplifying access and management as per requirements. Repositories are customized according to the needs of the organization therefore these programs are custom designed mostly.
Digital document management is facilitated by using a simple document scanner that can be used to convert all paper-based documents into digital images that can be compressed to make data transfer somewhat faster. When all the paper-based documents are digitized, they can be easily arranged in specific folders. This process eliminates the need to go through enormous paper based documents to get some important information as the files are named systematically and the entire database can be searched easily.
Security measures can be set for the information retrieval to be secure and only allowed users can access the documents. Document types are tagged and only specific documents are accessible to specific people instead of the entire database.
There are numerous benefits of using online document repository in business; it makes filing a lot easier as compared to offline paper based record, sharing, organizing, security and remote retrieval of information are among the few benefits. It increases employee productivity due to less time consumption in searching for the required information. An effective document management makes collaboration and decision making very fast and convenient in today’s technological corporate world.
The biggest advantage of document repository is that digital documents can be accessed anywhere and there is no need to safeguard and manage all the paper based documents gathered over years making the entire office a storeroom. In short, document repositories are necessary for all types of businesses to protect, manage, share and collaborate the valuable information among the employees and clients.
Troy Adams is an enterprise content management industry professional. With expert knowledge in the history of data transformation, look to Mr. Adams for all document repository information.