Document Management Benefits:

The benefits of electronic document management.

Business consultants say “Lose your records and you lose your business”. In the event of physical catastrophe in the office, all your records can be retrieved via a routine “restore from backup” action.

 

 Electronic document management frees your staff from the drudgery of bulk paper filing.

 

Powerful filing flexibility - the same document can be filed under several references, not possible with paper documents or computer files unless copies are made. This lays the foundation for a very effective retrieval tool.

 

Integrating the filing of other electronic files enables you to achieve one consistent and logical filing structure for ALL your documents.

 

Paper and PC-generated files received from any source can be incorporated into one system. They can then be viewed or actioned by any user or users simultaneously across a network. The ability to share documents has several advantages:

 

• Inter-departmental queries are resolved more effectively by reducing the time and physical effort required to communicate and move between departments.

• When talking to customers, questions can be answered instantly, as information such as specifications, price lists & delivery notes are available from the screen without leaving one’s desk.

• The need to print or copy documents reduces dramatically, saving time and money.

• No more lost or mislaid files.

 

A 4 drawer filing cabinet typically contains 10-15,000 pieces of paper, occupies 0.7 square metres (7.5 square feet) of precious office space, and takes around 100 valuable staff hours to fill. By the time it is full, many documents will not have been retrieved since they were first filed: as many as 1 in 10 will be missing or in the wrong place: and once full, it is a costly and inefficient chore to weed out old files – either for archiving, or for destruction. And a misfiled piece of paper is as bad as a lost piece of paper: in both cases, the information is not available.

 

Freeing up expensive floor space can result in large cost savings as space becomes available. More desks or new equipment can be added without having to consider larger premises.

 

Existing paper files can be archived into the system and then disposed of, eliminating the need for off-site storage facilities, which are expensive and impractical.

 

Electronic records are easier to protect from fire, flood, loss, & theft.

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