4 Creative Ways You Can Archive your Documents for Enhanced Productivity

Document management software comes in different types. There are the web-based document management system, Client Server based, Database and the most recent one which is the Cloud-based document management system.

How do you decide which of this software is the right approach for you? This might be one of the toughest decisions to make because each document management vendor will give you their personal reasons as to why you should buy the software they are offering you. However, your final decision should be based on how you want to use your document management system and how your It infrastructure is designed.

Here are some of the key features of each document Management System that can help you in your decision-making process.

1. Web Based Document Management System: One of the strengths of this platform is that it doesn’t need the deployment of a client software package. The internet browser on each workstation is the access point for the document management. Most Web-based packages lend themselves to supporting multiple branch operations right out of the box.

2. Client Server Based Document Management System: This type of DM is based upon a system where a server-based software package is linked to a client software package which resides on each user’s workstation.  The principal behind this type of system is that the server software does the heavy lifting like database searches, managing capture systems, file conversions from scanned paper and security management.  The client software handles the user interface, document viewing and some of the data processes.  These types of systems are often found in legacy document management packages since the computing horsepower to deal with large document sizes was not generally available a few years ago.

3. Database Document Management System:These types of packages are usually integrated with the underlying data based structure like Oracle or SQL (Structured Query Language). By storing all of the information of the document management in the same database, they have the opportunity to have a more robust and sophisticated linkage between image and date. The downside is often in licensing model of the date and the additional horsepower they may require.
4.  Cloud Based Document Management System: This type of document management was originally called “Hosted Document Management”. Cloud-based packages make use of software that is run on the host’s system and permits the users to operate using a link over the internet. They are similar to the Web-based packages except that  in the cloud scenario, the user date is stored on the host’s server rather than on a server located in the user’s office. The benefit, is that there is no software to acquire but a monthly subscription is used to pay for the services.
Every one of these types of document management system has their uses, benefits, attractions and their challenges. In most scenarios, it is not the platform decision that will dictate a choice of software but the key features that each platform provides. These features include;
  • Level of document security
  • Ability to easily integrate other devices
  • Need for remote or local access
  • Types of files being stored
  • The amount of data to be handled
  • Price
  • Licensing provision
  • Support plan
  • Software operating system etc.
For free analysis of your Document Management System and a look at our ECM solution, you can contact us via our website at www.tecres.com.ng or send an email to enquiries@tecres.com.ng or call on (+234) 013427176, 08020619478

Staff Writer