January 28th 
Web-based document management is enabling organizations in a wide range of industries – from manufacturing to medical – to conserve physical space and secure important documents. But the success of digital document conversion efforts depends on the intuitiveness and simplicity of the document management system.
In a recent article for the CPA Technology Advisor, Roman Kepzyck lists 7 keys to a successful web-based document management system:
1. Ease of Setup: How much effort does it take to set up the system for the first time? Is the process streamlined? Calculate the length of time needed for your document scanning and conversion calculator.
2. Ease of Adding Documents: What does it take to add a document into the system? The easier the process, the better. For example, microMEDIA provides multiple options for clients to upload files to be added to their web-based document management system. Clients can transmit files via email, FTP, CD and even facsimile in some cases.
3. Ease of Access: Is it simple for users to access the system and log-in? Is it easy to manage multiple users with access? Any document management system should allow the client to determine user access and provide secure access to authorized users only.
4. Ease of Use: Are the steps to access files, copy them, and move new files into the system easy and intuitive? Users should be able to access the system via standard Internet browsers, anywhere there’s a secure connection.
5. Notification: Does the system notify the administrator when the portal has been accessed and a file is uploaded or downloaded?
6. Audit Trail and Security: Is activity in the system being monitored? Knowing who is downloading, uploading and accessing files helps keep confidentiality and document retention in check.
7. Cost: How much does it cost to set up and maintain the system? Is the system helping to cut down on unnecessary storage space to reduce costs?
A secure, user-friendly web-based document management system that meets these requirements will ensure files are safe and accessible, now and well into the future.
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