When documents are stored in an online document management system, they are available for retrieval 24 hours a day. Depending upon how the system is set up and on which users are granted access, documents can also be retrieved globally. So if you have offices around the world or employees working from their homes, they can access documents as if they were in the central office. This is a major productivity boost for most organizations, and best of all, does not compromise document security.
Document retrieval is all about getting the right documents to the right people, instantly. This is a combination of search criteria and security.
Security: Everyone in your organization does not need to see every document you have. If you have sensitive files or are under strict government privacy regulations, you want to make sure that your documents can only be viewed by the people with the need to know.

Document Retrieval ensures:

  • retrieval of information
  • less costly recovery of vital records
  • expandability and flexibility to meet the needs of the office

Document Archive - Document Archive solutions enable you to store your documents in forms that are portable and easy to access at the touch of a button.
 
Online document storage, is the process of storing documents as electronic files. There are some obvious benefits to Online Document Storage as opposed to Physical Storage of Paper Documents. First and foremost, Online Document Storage allows for the immediate retrieval of documents. You just can't have immediate document retrieval with paper especially if you have more than one document that you need. Just saying that documents can be retrieved faster however is not good enough.
 
Be specific
Give files logical, specific names and include dates in file names if possible. The goal when naming files is to be able to tell what the file is about without having to open it and look. So if the document is a letter to a customer reminding him that payment is overdue, call it something like "overdue081210"; rather than something like “letter”. How will you know who the letter is to without opening it?
 
File as you go.
The best time to file a document is when you first create it. So get in the habit of using the "Save As" dialogue box to file your document as well as name it, putting it in the right place in the first place.
Order your files for your convenience.
If there are folders or files that you use a lot, force them to the top of the file list by renaming them with a! or an AA at the beginning of the file name.
 
Benefits
The benefits of having an effective document archiving system have increased with the advent of technological solutions. Electronic records occupy less physical space and, in some cases, may not even reside within the main premises of a business or organization. For example, some organizations may use an external document management service. Another advantage to using electronic records is that organizations can easily and quickly make archived content available when required, often in a searchable electronic format.