WHY IS ELECTRONIC DOCUMENT MANAGEMENT IMPORTANT FOR BUSINESS?

Having all your files in one place can be dangerous – If they are still in paper form. For this reason, having your critical files stored electronically provides a valuable fail-safe in case anything or everything happens to your physical records. Having accessible means of storage for your company files is extraordinarily valuable as it will enable you to enhance workflows/business processes, disaster recovery, document retention, and much more.

Document Management (DMS) and Electronic Content Management (ECM) both offer automated processes for creating electronic documents that implements the concept of “paperless office work”.

The central element of both systems is an electronic document created using computer-based information processing tools and stored as a file of a format on computer media.

Using these systems allows the enterprise to obtain the following benefits:

• One-time registration of a document, which provides for an unmistakable identification of it in the system.
• Streamline processes offers the ability to automate workflows and easily share files improving the efficiency of any paper-intensive business processes.
  • Parallel execution of several operations, which reduces the time of document movement and increases the efficiency of performance.
  • Effective document search with minimal information require.
  • Continuous movement of the document, giving the opportunity to identify the person responsible for its execution at any time of the process.
• Increased security and prevent unauthorized access to sensitive documentation.
  • A database of documents, excluding the possibility of their duplication.
  • Effective reporting system that allows you to control the movement of the document at each stage of the workflow.

WHY IS HAVING A MANAGEMENT SYSTEM IMPORTANT FOR BUSINESS?

The effectiveness of the use of a management system in organizations is measured quantitatively and qualitatively.

Quantitative indicators can be measure from material and time costs:

• Reduction of time by an average of 75% for processing and creating documents: registration, distribution, search, execution of control operations;
• Acceleration of information flow: the transfer of the document from department to division or company-partner, preparation of model documents, coordination, speed of information dissemination within the company;
• Saving materials and resources in the form of reducing the cost of office supplies, consumables and document storage.

Quality indicators are estimated in terms of improvement and development such as:

• Growth in employee productivity due to the presence of a single information space, simplifying collective work processes and effective control over the execution of documents
• Reducing the risk of losing documents; increase the speed of approval and approval of documents;
• Intensification of corporate culture.

The economic effect of the implementation of a document management system would positively impact the efficiency and security of your document processes from day one and it will increase as employees get involved in learning and using the system to help your company move forward with technology and increase their market presence.