A lot of people ask, “what is special about having a true document management system”. So, to use an example lets compare it to the music app Spotify. Below are a list of characteristics of Spotify and Document Management. The characteristics will be listed by corresponding capabilities within each product. So as in the second example searching by a Genre, which is metadata assigned to a song, would correspond to searching by the metadata in a document management system of a particular document type like: AP Invoices, HR Resumes, Packing Lists, etc. I am also going to compare it to using a file share on your server or something like Dropbox.
As you can see by the above list, having a document management system makes finding your information easy like a music application, and actually provides more capabilities. Finding documents in a file share takes time, having to know where the document is, and can lead to duplicate copies being made to follow a hard structure. An example would be in HR documents where you want all the documents stored by employee, but at the same time you may want to have all the I9’s together for complying to an audit.
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