1. Document Management System with a Familiar Interface
Online document management, though is not hugely
popular in every industry but it gaining popularity and
will soon become a standard tool, especially in
industries where they maintain high standards of
document management.
The Problem
Several companies are already reaping benefits of
document management applications; especially the
early adopters but now they are facing a different
type of problem, system overload. Between Office
applications, ERP systems, CAD applications, product
lifecycle and quality management solutions employees have to handle too many systems within limited
time.
The Solution- Online Document Management Systems
Online document management solutions, when used with a familiar GUI (Graphical User Interface) like
MS Word can bring in the following benefits to companies required automated document management
and control.
Time saving for QA representatives;
Time saving for departments like marketing, manufacturing, labs, R&D and engineering
personnel as they don’t have to undergo any special training to get familiar with the interface
Decreases the workl0oad on the IT department so that they can focus on other areas as online
document management systems do not require any maintenance from the user end.
Requires almost no training as the document management application can be integrated with
familiar interfaces like MS Word
Employees accept the new system more readily;
Improves employee skills in document control and allows for reduction of paper cost
Helps in compliance with standards such as the FDA's 21 CFR Part 11 requirements and ISO
standards.
Saves time as users do not have to undergo intensive training programs, furthermore employees
do not have to search through mounds of files just to get one document.
Significantly reduces the time taken to handle a document through its entire lifecycle.
Online document storage applications act as an effective data backup system
These aren’t the only benefits that companies enjoy when using online document management
software, there are several other. Other than saving time and cost using web based document records
management systems also helps improve the work quality.
It allows busy senior management executives to quickly receive and approve important files and
documents as documents are available 24/7 and can be accessed from any location. Furthermore as

2. some document management applications allow email integration so approved documents can even be
signed off and email immediately.
Online document management software also improves collaboration between remote teams and head
office of an organization. As documents are stored in a central repository anyone can access them from
any location. Features like version control helps keep track of all changes made to a document and can
revert back a document to a previous version if required. Using online document management systems
with a familiar interface has several benefits, no wonder they are fast becoming popular.