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Benefits of Document Management

1. Global Access: The online directory of the documents can be accesses anywhere and any time.
2. Secured Document Repository: The documents can only be accessed with the secured login procedure. All the authorized personnel will be able to access only the permitted files. Therefore, no manual supervision is required.
3. Monitoring/Auditing: The system would create logs for every activity on the system. All the additions, modifications, system access, notes etc are logged with the timestamp for future use. It proves to be a good tool for monitoring the activities and auditing the process.
4. Project Management: Since all the activities of the system are logged in with the auto-generated timestamp, it becomes very easy to manage the projects or follow the deadlines/milestones. The project managers can allocate tasks to their team and the team can submit their documents, revised documents, notes etc on the system.
5. Email Substitute: Generally, emails contain heavy attachments, different versions of documents and a lot of information which is to be shared with a group of people. Every project has multiple emails and it is difficult to sort them or dig out information from these mails. This system enables the users to put all the information in 1 folder, share it with multiple users and access it whenever required.
6. Multi Level Directory: This system allows the users to create multiple levels of directories so that restricted access can be provided to the users or the user groups. Also, the multi level folder feature helps the users to organize their documents better.
7. Meeting Reference: This system can be very helpful during Client or Internal Review Meetings. Since all the files are online, the users can access the same file simultaneously and the minutes of the meeting can be added to the file for further reference.
8. Versioning: This system will help in maintaining the versions of the documents for big projects. The users may add the required list of changes in the Notes section and may upload various versions of the same document. This would facilitate in documenting the progress of the project.
9. Multiple Document Types: The users can upload different types of documents in the same folder. This would enable them to concentrate all the Project related information in one place to be used easily during meetings and otherwise.
10. Archived Uploads: The users can upload heavy and multiple files in a zipped format in the system. This would help in archiving the old data and create version archiving if needed. The zipped files would also have the tags associated with them for identification and search.