In this new era of technology, electronic document management is around for years now, but some companies are still not using it to grow their business it may be because they don’t want or they are more familiar with the old method and they are scared to apply new methods in business. As in the previous time people use to store data in different file cabinets and many different hardware things which are more complex and time taking task and leaves a staff with the stress of the work and which ultimately affect the cost of the company. I agree that you can use a traditional approach to giving a start to your business, but as it will grow and workload becomes more than you will require some tools to support you in better and time-consuming process for the continuous growth of your company in the right direction without any hurdle.
Electronic document management system is an application to store document files in a systematic way electronically. This type of system helps organizations to reduce paper cost and store document in a safe and secure way without any fear of data loss and helps in easy retrieval of the document and it can handle large number of data and you just need to type the file name in the search bar and the file will be up on your screen within a few seconds from the large number of data which helps to consume time not like that in the traditional approach. In other words, you can say a system that helps you to record all your documents or which helps to convert paper documents into electronically with the help of a scanner or camera or printer is called an electronic document management system. It provides a single view of multiple databases. There are some points that you are missing and that will tell you that why you should use electronic document management followings points are:
- Paper cabinets are never cleaned due to which files and some paper are spoiled and these cabinets always increased as your work grow this will never reduce and take extra space in your office.
- It gives the stress full work of your staff in finding files each day to complete their work which ultimately leads to loss of time in finding those files and leaves your employee with the dissatisfaction of work.
- Most of the time problem comes when you need to distribute files to a different department and you need a multi-tasking printer to get the print and distribute to others.
- The biggest pain is filing the file again to the cabinets which never goes off as this is no one jobs which lead to missing of different files.
- Due to this system if someone goes on holiday then another person gets difficulty in finding his files and sometimes it leads to delay in work until the time that person comes back to the office.
- Product deliverables get delayed always due to paperwork is not matching or someone has put the wrong sheet in the file which is the loss to the company.
- You are mostly dependent on fax as this is the only file sharing option you are using.
If you are also facing this issue in your company then it’s a time to change your way of work adopt electronic document management system. This will help you to minimize your work and all the document you saved in the electronic document will be safe and secure and easily retrieved from the document will help your staff in consuming time and money.