Every business generates thousands – if not hundreds of thousands, or even millions – of documents a year. These documents contain information ranging from sensitive employee vitals to use cases to marketing collateral to internal-facing corporate strategies. Over time, these documents pile up into something like a Mount Everest of data. That’s where a document storage system can come in very handy. Every enterprise needs it, but to what level? What makes for smart document storage?
What is document storage?
Document storage refers to the tools and techniques for storing your company’s documents, including the rules for document retention and destruction so that you remain industry complaint (some industries have rules for getting rid of documents of a certain age or for former employees).
Document storage also includes processes for document repositories – the place where you actually store the documents – and document retrieval, or the various ways to access the information contained in the documents.
How can document storage systems help your business?
Document storage systems enable organizations to capture faxes and forms, save copies of documents as images, and store the image files in the repository for security and quick retrieval via text-retrieval capabilities.
How can OnBase help you with document storage?
OnBase document storage software allows you to:
- Store your electronic files on any network discoverable file share – from Windows or Linux file servers to purpose-built storage devices – thus preventing you from having to purchase an expensive storage solution.
- Store an unlimited number of live, online copies for each file within the system.
- Speed up the storage and retrieval process by separating the data from the documents, allowing your database to focus on what it does best – handling the data – while your file servers handle your electronic files.