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Advantages of Electronic Document Management Software

Heaps of old files gathering dust in your offices and workplaces can be disheartening enough, further if you are asked to pull out one particular file it is like finding a needle in a haystack. But the age of papers is over, not only do they demand cutting of trees making our earth vulnerable to global warming, managing paper documents is a mind boggling effort as well. Welcome to the era of document management software which simplifies managing your documents in more than one ways.

 Reduces Space Requirement

Your physical files need space for storage, and as your business grows so do your files keep stacking up until they reach the roof. This process is irreversible and one day your office may run out of space. Buying new office space means spending truck load of money over it, hence to counter it no wonder businesses have chosen electronic document management software which has replaced paper with binary digits for storing your documents. With Nanotechnology developing, you can store all the documents your office will produce in its lifetime in one small chip.

Simplifies Retrieval

If retrieving documents from a cabinet can be a back breaking process, the paper documents may also require travelling all over your office from one desk to another which could be time consuming and suddenly they can get lost in the maze. But with electronic document management software, all you need is a click of a mouse to bring the documents on your computer screen. These files can be distributed and shared with multiple users instantly.

Security

The electronic document management software is a secure environment where your data has protection. You can grant different level of access to your employees depending upon your requirement and sensitivity of data. Whereas for your paper files, storing them in a secure locked cabinets can be more challenging. Then in case of emergencies like fire and natural calamities you also stand chances of losing your paper documents, while your digital data has backups which can be easily retrieved.

Efficiency

Your paper document when converted into digital form can be stored in a cloud or company’s intranet and made available to employees sitting at different geographical location. The employees can share the file simultaneously without sending and receiving hard copies. This simplifies the working procedures and makes the processes more efficient.

Cost Effective

Paper documents require special storage space which increases operational cost. You have to make investments in cabinets, shredders, scans, and maintain the constant supply of stationeries, but with electronic storage software the cost of storing is much less. Then data entry from paper documents can consume lots of production hours of a company, but data in digital form is easy to update and shared, which further saves production hours.

Easy Searches

Your clients may have different document types stored at different database. Document management software helps you to perform smart searches and retrieve them all with just a click. The software has other powerful features which help you to perform combination of searches to retrieve different categories of documents for references which can make work simpler for you. 

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Great Blog with nice information.

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Great post ! Now a days document management system is very essential for big as well as SME’s also. Every organization has data and document which requires good handling and management. Using the latest Document Management System and office automation is very helpful and advantageous. It removes the unnecessary spaces and keeps the document safe and secure.

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