subject: Why Should You Opt For Electronic Document Management System? [print this page] If you own-run or manage any business, then you will agree that storing and filing official documents is becoming nothing short of a Herculean task. Files and folders are being added to records everyday, whereas the space to store them is limited. If the stuffed dusty racks of documents have started giving you nightmares, it is time for you to shift to electronic document management system.
This is the era of paperless offices, and your office must join the brigade. Opting for electronic document management system is a smart choice for you, if you want to store documents in the minimalist of spaces, keep them secure and damage proof, and want to access them easily.
How Do Electronic Document Management System Work
These systems make digital copies of every document with scanners. The scanned documents are then coded, so that they can be attached to the right files or accounts and OCRs. Optical Character Reading system is the technology that provides you an insight into the content of each page. The minute a document's digital version enters the data system, it gets stored and filed for future use.
The Benefits Of Electronic Document Management System
There are many advantages that you stand to gain when you choose to opt for digital storage. Apart from the most obvious benefit- saving storage space and getting a paperless office, there are certain other advantages too. These are discussed below-
Access From Anywhere - You and you staff are not dependent on coming to the office to access any document. It can be accessed from anywhere by someone who has the authority to do so. Now, imagine the speed at which things will be done, if a team of employees needed to read a certain document, they all can do so at the same time on their computers! No more wait for the file to be passed around or photocopies made! Easy access ensures faster sharing of data, and what's more, digital documents can be retrieved immediately and even sent to employees located anywhere!
Easy Searching And Editing Options - In the case of a traditional paper file, no matter how you store it- alphabetically, or serial number wise, but still, finding one particular file can be a time taking task, sifting through rows of documents. But in the case of electronic documents, things are much simpler and convenient! Optical Character Reading or an OCR creates a digital version of a document, when it is scanned. Now this digital version of the text is stored with the document, in the form of a file that is easily searchable by any employee. In other words, you can search for documents by typing in the client's name or by the service that you rendered to them!
Save Operational Costs You can save a huge amount of money when it comes to setting up the infrastructure for document storage and filing. You will save money, when you won't have to build a storage room, equip it with furniture and filing cabinets etc. Also, you will no longer need to employ a filing clerk, just to manage and log the files, and do other manual tasks. When you will shift to digital documentation, post the initial costs of scanning, future data storage costs will be really low!
Get Better Security For Your Documents - Imagine the efforts you make in storing traditional files- locking them up securely in cabinets, then further locking the storage room. Now, if you take up the electronic document management route by document scanning securing confidential information is pretty simple. All you need is a set of unbreakable passwords backed by an authentication system, and your electronic documents are encrypted with access controls.
It is time, your office went digital- make the smart choice by choosing electronic document management now!
