Knowing how web and desktop document management apps vary will ensure your business adopts a DMS that meets your dynamic needs.
Information management can be complex in the modern business environment. Most businesses use multiple software tools, each with separate requirements and levels of compatibility.
Organizations have increasingly sought out fully integrated and flexible document management solutions. With the variety of apps available to serve your business, there are many considerations, from infrastructure to budget to data security, integrations, and ongoing maintenance and support.
Early document management systems were desktop-based applications set up like rudimentary databases. They were designed to store, manage, and track electronic and scanned paper documents.
Documents were stored on local hard drives or company servers and organized by manually indexing them according to document type, author, and other metadata. Search functionalities were extremely basic. Capable IT teams could tailor the entire system to the company’s needs, but maintenance, collaboration, and scalability were all significant challenges.
As web-based storage systems like Google Drive, Microsoft SharePoint, and M-Files emerged, access and collaboration have become much easier. Desktop document management apps take things even further, offering storage as well as indexing, powerful search capabilities, security and compliance, integrations, AI-based features, and tech support.
With the variety of DMS now available in the market, which systems offer the best of everything?
Desktop document management applications are characterized by their performance and offline reliability. Since they provide greater control over system resources, they offer high security while facilitating collaboration across departments and offices.
On the downside, some desktop apps can be challenging to manage across locations. They must be installed and maintained and can offer limited scalability.
As document management systems have evolved to serve businesses' unique needs, locally installed apps have become much more sophisticated. Document management and business process apps like DocuXplorer offer quick installation, automatic updates, and adaptability. You can combine the best of desktop and web capabilities and leverage on-site, cloud, or hybrid information storage. As your needs change, the software is responsive and versatile enough to accommodate your business growth.
Web-based applications like Google Suite, SharePoint, and Dropbox prioritize flexibility and collaboration, offering accessibility from any device with an internet connection.
These platforms enable real-time editing, seamless sharing, and automatic updates. With reduced infrastructure changes, the initial setup can be as simple as signing up and paying for a subscription. Over time, however, add-on fees to access more features and services can be costly.
Web-based apps are limited by their functionality, which almost entirely depends on internet connectivity, and performance issues are common.
Web-based tools also put you at greater risk of security breaches since your data is stored on third-party servers. Despite robust security measures, web apps can be targets for cyberattacks. Ensuring data protection and compliance with regulations can also be challenging.
While web apps offer customization, retrofitting a web app to fit your business needs can be complex and limited by the app's framework.
While remote work has led to an increased preference for web-based systems, a sophisticated desktop DMS enables access and collaboration regardless of location.
Managing your documents and business processes with DocuXplorer combines reliability, versatility, and cost-effectiveness into a comprehensive tool.
With desktop document management, you get advanced tech features like AI and smart workflows, which help you optimize daily repeatable tasks, such as importing and searching for documents. You never have to comb through piles of folders or consult other team members to find what you need. They also automate tagging and categorization. Security measures like robust SSL and FIPS encryption help you stay compliant and ensure your data is never tampered with.
Before deciding which application is best, assess your needs by identifying your core business processes, areas for improvement, security and/or compliance requirements, and budget constraints.
Consider how vital scalability is in an ideal business process app—how will the system serve your needs now and support future growth? What patterns exist in your current document usage, and what can be optimized so your team saves time and effort? What is your current system costing you, and when will the new system deliver an ROI?
Going through this checklist and determining what your software needs to do for you will dictate which path—web or desktop—is right for your business.
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Regardless of your operations or industry, your documentation and processes power your business operations and drive revenue. Utilizing a software system to manage your processes keeps you on top of things, ensures your business runs smoothly, and helps your team achieve maximum productivity and performance.
Choosing the right document management system is helpful for businesses facing increased demands for remote work, collaboration, and data security. Knowing how web and desktop apps vary in document management capabilities can ensure you adopt a tool that meets your requirements and matches your business’s capacity for growth. This will ultimately improve workflow efficiencies, cost savings, and competitive advantage.
