{"id":1849,"date":"2023-05-17T13:19:00","date_gmt":"2023-05-17T11:19:00","guid":{"rendered":"https:\/\/www.d-velop.com\/blog\/?p=1849"},"modified":"2025-10-17T10:28:39","modified_gmt":"2025-10-17T08:28:39","slug":"dms-online","status":"publish","type":"post","link":"https:\/\/www.d-velop.com\/blog\/thinking-digitally\/dms-online\/","title":{"rendered":"5 reasons why you should use a DMS Online"},"content":{"rendered":"\n<p data-beyondwords-marker=\"b429e4ae-43a6-47a0-a912-b0b37f86b59b\">Is it all just splitting hairs?\u202fFor some, the terms <strong>&#8220;DMS&#8221;<\/strong> and <strong>&#8220;DMS Online&#8221;<\/strong> mean the same thing, while others insist on a clear distinction.\u202fNow who is right?\u202fIn this article we clarify the most important questions about DMS Online and present five reasons why every company should switch to it.<\/p>\n\n\n\n<h2 data-beyondwords-marker=\"4d95df51-88ec-4a20-b4c3-a32feabed449\" class=\"wp-block-heading\" id=\"h-what-does-dms-online-mean\"><span class=\"ez-toc-section\" id=\"what-does-dms-online-mean\"><\/span>What does DMS Online mean?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p data-beyondwords-marker=\"4773efe6-624f-460f-92e4-e6d7b561cb65\">Before we get to the five reasons, we should first take a closer look at the term &#8220;DMS Online&#8221;. What is DMS Online actually?\u202fHow is it different from the DMS and how does it work?<\/p>\n\n\n\n<div data-beyondwords-marker=\"ea1bd36d-57a1-4149-9201-cbd303143318\" class=\"wp-block-group is-style-info-explanation\"><div class=\"wp-block-group__inner-container is-layout-constrained wp-block-group-is-layout-constrained\">\n<h2 data-beyondwords-marker=\"547abd01-2ac2-47ec-890f-965b65642b6e\" class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"definition-dms-online\"><\/span>Definition: DMS Online<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p data-beyondwords-marker=\"ca93bc07-5dc0-4295-af95-36b9bf68ef88\">A DMS Online (Document Management System Online) is software that enables documents and other digital content to be stored, organised, managed and shared in a central, online accessible database.<\/p>\n\n\n\n<p data-beyondwords-marker=\"0b29d92b-d455-4600-afe2-00243895e0c1\">An online document management system is accessible via a web browser, which serves as the central hub for all electronic documents in the company.\u202fDepending on the provider, a DMS Online provides a wide variety of functions such as creating, editing, sharing, releasing and archiving documents for users.<\/p>\n<\/div><\/div>\n\n\n\n<h3 data-beyondwords-marker=\"c3bdf8cc-3030-4609-9c2b-7be4eed8b9ad\" class=\"wp-block-heading\">What is the difference between DMS Online and DMS?<\/h3>\n\n\n\n<p data-beyondwords-marker=\"3912f7b3-27da-4071-85a1-57524fc030c5\">The key difference between a DMS Online and a DMS is accessibility.\u202fWhile a DMS Online &#8211; as the name suggests &#8211; is hosted online and can therefore be used from anywhere via the Internet, a DMS can also only be installed as a local software solution on the computer or on the in-house server.\u202f&#8221;DMS&#8221; is therefore the collective term for all types of document management systems and &#8220;DMS Online&#8221;, is the specific form that is used as a web application over the Internet.<\/p>\n\n\n\n<h3 data-beyondwords-marker=\"a4de826d-15cc-47a3-9b1f-641f5177c4a2\" class=\"wp-block-heading\">How does DMS Online work?<\/h3>\n\n\n\n<p data-beyondwords-marker=\"7e122d02-325d-4655-9398-ebffad7d03a0\">As we have discovered, DMS Online is used via a web-based client.\u202fAn application that allows users to access documents and processes securely via a web browser.\u202fThis means that all that is required is an internet connection and employees can access the required documents centrally.\u202fThese are automatically filed in digital files.\u202fThe web-based application can also be, fully integrated into leading business applications and processes such as SAP, Salesforce and workflows.<\/p>\n\n\n\n<ul data-beyondwords-marker=\"d4a40de3-d300-4198-bfb2-18be0bd5d14f\" class=\"wp-block-list is-style-check\">\n<li data-beyondwords-marker=\"11e26cf6-1be6-4353-9a1d-5d37b43af78d\"><a href=\"https:\/\/www.d-velop.com\/software\/edms\">Find out more about the web client now<\/a><\/li>\n<\/ul>\n\n\n<div class=\"wp-block-image\">\n<figure data-wp-context=\"{&quot;imageId&quot;:&quot;69eca8ff5c31d&quot;}\" data-wp-interactive=\"core\/image\" data-wp-key=\"69eca8ff5c31d\" data-beyondwords-marker=\"f628b7f0-9b74-4f1c-8a88-5a10670279d9\" class=\"aligncenter size-large wp-lightbox-container\"><img loading=\"lazy\" decoding=\"async\" width=\"940\" height=\"1024\" data-wp-class--hide=\"state.isContentHidden\" data-wp-class--show=\"state.isContentVisible\" data-wp-init=\"callbacks.setButtonStyles\" data-wp-on--click=\"actions.showLightbox\" data-wp-on--load=\"callbacks.setButtonStyles\" data-wp-on-window--resize=\"callbacks.setButtonStyles\" src=\"https:\/\/www.d-velop.com\/blog\/wp-content\/uploads\/2023\/05\/reasons-dms-online-940x1024.png\" alt=\"\" class=\"wp-image-1851\" srcset=\"https:\/\/www.d-velop.com\/blog\/wp-content\/uploads\/2023\/05\/reasons-dms-online-940x1024.png 940w, https:\/\/www.d-velop.com\/blog\/wp-content\/uploads\/2023\/05\/reasons-dms-online-275x300.png 275w, https:\/\/www.d-velop.com\/blog\/wp-content\/uploads\/2023\/05\/reasons-dms-online.png 1403w\" sizes=\"auto, (max-width: 940px) 100vw, 940px\" \/><button\n\t\t\tclass=\"lightbox-trigger\"\n\t\t\ttype=\"button\"\n\t\t\taria-haspopup=\"dialog\"\n\t\t\taria-label=\"Enlarge\"\n\t\t\tdata-wp-init=\"callbacks.initTriggerButton\"\n\t\t\tdata-wp-on--click=\"actions.showLightbox\"\n\t\t\tdata-wp-style--right=\"state.imageButtonRight\"\n\t\t\tdata-wp-style--top=\"state.imageButtonTop\"\n\t\t>\n\t\t\t<svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"12\" height=\"12\" fill=\"none\" viewBox=\"0 0 12 12\">\n\t\t\t\t<path fill=\"#fff\" d=\"M2 0a2 2 0 0 0-2 2v2h1.5V2a.5.5 0 0 1 .5-.5h2V0H2Zm2 10.5H2a.5.5 0 0 1-.5-.5V8H0v2a2 2 0 0 0 2 2h2v-1.5ZM8 12v-1.5h2a.5.5 0 0 0 .5-.5V8H12v2a2 2 0 0 1-2 2H8Zm2-12a2 2 0 0 1 2 2v2h-1.5V2a.5.5 0 0 0-.5-.5H8V0h2Z\" \/>\n\t\t\t<\/svg>\n\t\t<\/button><\/figure>\n<\/div>\n\n\n<h3 data-beyondwords-marker=\"94efb0d6-4e44-4477-9c20-dad9bf22bfc2\" class=\"wp-block-heading\">Reason 1: Location and device independent access<\/h3>\n\n\n\n<p data-beyondwords-marker=\"4bec3668-c5f7-48cf-8db9-e98c2089ce97\">Probably the greatest advantage of a web-based application is location-independency and flexible use.\u202fIn a now digitised and automated world of work, the accessibility of information and data plays an increasingly important role.\u202fNo matter whether from the\u202f<a href=\"https:\/\/www.d-velop.com\/solutions\/home-office-software\">home office<\/a>, in the office or\u202fworking remotely\u202ffor instance on the train &#8211; a DMS Online makes digital documents available 24\/7 for any mobile device that is connected to the Internet.\u202fIn addition, it can be linked to a mobile app to make access even more convenient when on the move.<\/p>\n\n\n\n<ul data-beyondwords-marker=\"2ce2443a-b198-43dc-8ea4-9b2d8415b009\" class=\"wp-block-list is-style-check\">\n<li data-beyondwords-marker=\"1dae541c-5041-4c44-91ba-8415f5a90934\"><a href=\"https:\/\/www.d-velop.com\/software\/edms\">Find out more about d.velop mobile now<\/a><\/li>\n<\/ul>\n\n\n\n<h3 data-beyondwords-marker=\"bd146f41-7001-4cf0-b2a3-7876ccfd932e\" class=\"wp-block-heading\">Reason 2: Seamless integration into familiar applications<\/h3>\n\n\n\n<p data-beyondwords-marker=\"5f51ed3a-a156-421e-a78a-993b5acce15a\">We humans are known to be creatures of habit \u2013 particularly in working life.\u202fThe changeover to a new application, can potentially be problematic, both technically and from the perspective of employee adoption. An online DMS takes this fact into account and offers users a wide range of integration options in existing applications.\u202fFor example, employees can participate in\u202fbusiness processes directly from Microsoft Outlook or from the\u202f<a href=\"https:\/\/www.d-velop.com\/software\/sap\/document-management\">SAP ERP<\/a>\u202finterface\u202fwithout having to leave the respective client.<\/p>\n\n\n\n<h3 data-beyondwords-marker=\"b76214f3-c96b-4024-bb89-8000b1db1fd1\" class=\"wp-block-heading\">Reason 3: Cloud security<\/h3>\n\n\n\n<p data-beyondwords-marker=\"96e4802b-c6f5-4a0e-a59f-7e1ed6513672\">Online document management &#8211; this is where the first alarm bells ring in many companies.\u202fHacker attacks, unauthorised access, data manipulation: concerns on the security of sensitive information and documents are always questions to be answered \u202f Even if complete security cannot be guaranteed, in principle, online DMS solutions such as\u202fd.velop documents\u202fmeet the highest security standards.\u202fIn particular, the connection to a certified and encrypted cloud solution ensures secure and compliant work. \u202f<\/p>\n\n\n\n<ul data-beyondwords-marker=\"54ccf908-38dd-4f3a-a936-b478ab3c8249\" class=\"wp-block-list is-style-check\">\n<li data-beyondwords-marker=\"4d06c25f-9668-4764-bfeb-25d29e5444e9\"><a href=\"https:\/\/www.d-velop.com\/software\/document-archiving\">Find out more about d.velop cloud storage now<\/a><\/li>\n<\/ul>\n\n\n\n<h3 data-beyondwords-marker=\"0ff59421-6cd9-47fa-a941-ca729df75d76\" class=\"wp-block-heading\">Reason 4: Improved collaboration<\/h3>\n\n\n\n<p data-beyondwords-marker=\"16fa9b2a-b835-4928-aca9-a6334a468de2\">A DMS solution via web client contributes significantly to improved collaboration by simplifying the exchange of documents and information between employees.\u202fA DMS online enables multiple users to work on a document and make changes at the same time.\u202fThis is particularly useful when multiple collaborators are working on a project and need to keep each other informed.\u202fFunctions such as\u202fversioning\u202fmean that the latest versions of documents can be accessed anytime, anywhere.\u202fThe simple integration of well-known applications such as <a href=\"https:\/\/www.d-velop.com\/blog\/thinking-digitally\/sharepoint-vs-teams\/\">SharePoint Online<\/a>\u202fallows transparent and seamless document collaboration through the comment function and change marking.<\/p>\n\n\n\n<ul data-beyondwords-marker=\"475a84e9-4e26-413a-b988-5734a3bb5a8c\" class=\"wp-block-list is-style-check\">\n<li data-beyondwords-marker=\"e68d0861-8028-444f-b03c-d36e00a48222\"><a href=\"https:\/\/www.d-velop.com\/software\/sharepoint-document-management\">Learn more about SharePoint document management now<\/a><\/li>\n<\/ul>\n\n\n\n<h3 data-beyondwords-marker=\"35f815bc-748d-4833-8440-064754bfc0d1\" class=\"wp-block-heading\">Reason 5: Just configure and get started<\/h3>\n\n\n\n<p data-beyondwords-marker=\"cfc451eb-f6bb-4edc-855b-197e402413d6\">Last but not least, DMS online is usually configured in just a few clicks and is designed for maximum user-friendliness.\u202fWhile a classic, locally installed application on the computer is often associated with service and IT staff, the web-based client is installed quickly.\u202fThe flexibility offered means that in just a few steps, the online DMS can be configured easily to enable users to have only the functions available that they currently need.\u202fEmployees are no longer &#8220;overwhelmed&#8221; by numerous features that are not required. However, should their operational requirements change, these can be made quickly.<\/p>\n\n\n\n<p data-beyondwords-marker=\"368a82a6-5530-4d4d-a44a-8b6249bf2378\">Our blog article on the topic of document control shows how to implement efficient and secure workflows: <a href=\"https:\/\/www.d-velop.com\/blog\/process-automation\/document-control\/\">You should heed these steps<\/a>.<\/p>\n\n\n\n<h2 data-beyondwords-marker=\"545d829d-2e4c-4266-80a9-52c0b4ca7d5a\" class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"online-document-management-with-a-system-%e2%80%93-holistic-digitisation-with-dvelop-software\"><\/span>Online document management with a system &#8211; holistic digitisation with d.velop software<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p data-beyondwords-marker=\"dc800eab-a787-454e-8d89-7ed96fbfd978\">That&#8217;s it &#8211; five reasons why you should rely on a DMS Online.\u202fHowever, there are numerous other reasons that speak in favour of online document management via d.velop documents.\u202fFrom significant cost savings to digital files to numerous expansion options such as digital signature &#8211; all important advantages and functions are clearly and summarised in the <a href=\"https:\/\/content.d-velop.com\/whitepaper-dms-explained\">white paper\u202fdocument management simply explained<\/a>.<\/p>\n\n\n\n<div data-beyondwords-marker=\"5d550bbf-ecd9-460d-97b6-2f15331a7c56\" class=\"wp-block-group is-style-cta-whitepaper\"><div class=\"wp-block-group__inner-container is-layout-constrained wp-block-group-is-layout-constrained\">\n<p data-beyondwords-marker=\"ba3a5c8c-4f36-48bf-8c66-84d513f40741\"><strong>Digital Document Management Easy Explained<\/strong><\/p>\n\n\n\n<p data-beyondwords-marker=\"b9adfa99-8cfc-4290-b68a-2d43a63f12ef\">Key features, implementation steps, and AI insights \u2013 all in one practical guide.<\/p>\n\n\n\n\t<div data-beyondwords-marker=\"2d23c099-48f8-4757-8040-c7332b7d95e4\" class=\"wp-block-buttons\">\n\t\t<div class=\"wp-block-button is-style-outline\">\n\t\t\t<a class=\"wp-block-button__link\" href=\"https:\/\/content.d-velop.com\/whitepaper-dms-explained?utm_campaign=Other+-+d.velop+Blog+-+International&#038;utm_source=intern-blog-en&#038;utm_medium=blogpost-dms-online&#038;utm_content=button\" target=\"\">Read Now<\/a>\t\t<\/div>\n\t<\/div>\n\n\t<\/div><\/div>\n","protected":false},"excerpt":{"rendered":"<p>Is it all just splitting hairs?\u202fFor some, the terms &#8220;DMS&#8221; and &#8220;DMS Online&#8221; mean the same thing, while others insist [&hellip;]<\/p>\n","protected":false},"author":56,"featured_media":1860,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":"","beyondwords_generate_audio":"1","beyondwords_project_id":"50193","beyondwords_content_id":"c09c6ece-75ef-490a-a5df-2b00813ae595","beyondwords_preview_token":"eeb94bff-049f-4da2-be45-8a96b7886f3b","beyondwords_player_content":"","beyondwords_player_style":"","beyondwords_language_code":"","beyondwords_language_id":"","beyondwords_title_voice_id":"","beyondwords_body_voice_id":"","beyondwords_summary_voice_id":"","beyondwords_error_message":"","beyondwords_disabled":"1","beyondwords_delete_content":"","beyondwords_podcast_id":"","beyondwords_hash":"","publish_post_to_speechkit":"","speechkit_hash":"","speechkit_generate_audio":"","speechkit_project_id":"","speechkit_podcast_id":"","speechkit_error_message":"","speechkit_disabled":"","speechkit_access_key":"","speechkit_error":"","speechkit_info":"","speechkit_response":"","speechkit_retries":"","speechkit_status":"","speechkit_updated_at":"","_speechkit_link":"","_speechkit_text":""},"categories":[7],"tags":[24],"class_list":["post-1849","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-thinking-digitally","tag-document-management"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v24.9 (Yoast SEO v27.4) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Online DMS - 5 Reasons To Manage Documents Online | d.velop<\/title>\n<meta name=\"description\" content=\"What is an online DMS? 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