Instant Access
Unlike the paper filing system that can only be indexed by a single field, usually by an alphabetical order or a numeric order, Document Management systems allow documents to be organized by multiple index fields. For example, a file can be referenced by all of the following index fields: client name, account number, address, account type, and even the date the order was received. And, you only need to know one of these pieces of information to find the client file you are looking for.

Collaboration
Document Management Systems also allow collaboration between users to access the file from the same source. Using this system, multiple users can access the same document concurrently on their desktop without creating a redundant copy of the same document. Adding a note or comment to the document becomes a snap, allowing other users to view the notes and comments from their own desktop screen as they are created.

Password Protection
In this day and age, security issues and privacy issues are a paramount concern for businesses. Apart from ensuring compliance to government regulations, Document Management Systems also ensure that files are password protected. Any unauthorized access attempts are logged for viewing by the system administrator.

Records Retention
Document Management Systems also enforce a records retention program, purging all records that have passed the statute of limitation, thus reducing legal liability.

Remote Access
For multiple offices, home offices, or field staff, Document Management allows users to have remote access, giving them the ability to securely retrieve necessary information over the Internet or through a VPN (Virtual Private Network) connection.

Disaster Recovery
Paper documents are always vulnerable to natural disasters such as theft or fire. Document Management Systems minimize that risk by creating an offsite backup of paper documents to ensure continued business operation, even if a disaster strikes.