Digital Document Managemant - The Secure Option!
The digital age is well and truly upon us, so should we still be keeping paper copies of all of our documents
, or should we now be choosing a much more efficient method of digital document storage? - enter document management systems. These systems are an efficient way of addressing the many problematic issues of physically storing paper documents.
So What Exactly Is A Document Management System?
A Document Management System encompasses a comprehensive range of document services including:
* Converting paper documents to electronic copies via a scan system, this procedure can be facilitated by either an ad-hoc scan or automated bulk scan.
* As a document is scanned it is assigned a unique identifier allowing you to easily track this document.
* This enables you to search and quickly retrieve your documents, acting as a database.
A Document Management System allows the user to store the paper document, track it and retrieve electronic copies. Distributing documents will also be possible; this becomes especially useful if you have a number of offices. With an internet connection users can access documents from anywhere in the world, speeding up work processes to ensure maximum efficiency.
Efficient and Economical!
One of the other hugely important facts about document sharing and distribution is that it will reduce the vast amount of paper usage. Thankfully, this means a welcome reduction in wasted paper, making it an incredibly 'green' solution. Print costs will be greatly reduced and the system's other massive advantage is that it also eliminates the need for individual members of staff to distribute documents themselves. This automation ensures that user input errors are reduced, importantly resulting in accurate and correct information for all.
An Interesting Legal Perspective
Interestingly, there's an effort in legal quarters in both the UK and US for legislation that requires documents and files to be stored digitally as opposed to the traditional paper storage and in many business sectors, these rules and regulations already appear to be in place. For instance, many medical facilities are now being required to store digital copies of their files in addition to traditional paper copies. It's still early days yet, but perhaps this is the first stage of an eventual transition to paperless storage in the not too distant future?
Secure Storage
A document management system is more secure - fact! Storing documents digitally and sharing them is without question of doubt, an infinitely more efficient system and at the same time, keeps your valuable information protected.
Summary
So to summarise, Document Management is an all-encompassing software and hardware suite that converts paper documents into electronic versions. You can then simply search, track and retrieve these paper documents via an efficient, user-friendly document database. And they are more efficient, more secure and excellent for the economy.
I think you'll agree that this is a system to seriously consider!
by: John King
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