For the great majority of users, the benefits derived from implementing a Document Management system will be some combination of:
- improved document availability
- increased process throughput
- integrated information resources
- better document security/integrity
- reduced storage requirements
Organize and Manage — To make documents usable they are classified and consistently structured in line with the company’s business objectives and vernacular. Metadata tagging is applied to the document allowing advanced navigation and distribution |  Distribute and Access — The powerful FileHold search engine indexes the text of every document prior to storage providing full-text and metadata search so that users can find documents in seconds. Documents can be retrieved via: email, a web browser, FileHold FastFind, Microsoft Office® and SharePoint® applications, information portals or through 3rd party applications. | Workflow and Approval — FileHold tools facilitate team collaboration. Version control, document linking, subscriptions, alerts, document approvals and workflow ensures that team members are able to work efficiently on the task at hand. |
| Create and Capture — The document and record lifecycle begins when electronic information is created by users on computers or is captured from the web, e-mail or fax transmissions. Paper documents are being converted to electronic form by using dedicated document scanners or Multi Function Centers (MFCs). | Retain and Dispose — Throughout the lifecycle FileHold ensures users are only working with current and effective information. Policies can be set by managers, with proper authorization, to automatically destroy documents to comply with corporate and regulatory records disposition policies. |