A white paper by IA Logics
Date: February 2018
Author: Delia Benade
Additional Sources: www.techsmart.co.za, www.business2community.com
How much time does your staff spend hunched over files or frantically searching piles of paperwork, dodging paper cuts and muttering miserably, on the hunt for that ever-important document?
Does your business drive through vast amounts of paper each month, as you subsequently watch your stationery bill race to reach an all-time, Guinness World Record high?
A 4-drawer filing cabinet typically contains 8-10,000 pieces of paper and occupies 0.7 square metres of precious office space.
In the length of time it takes to fill such a filing cabinet, many of its contents will not have been retrieved since first entering their metal tomb. Undoubtedly, many documents will also be missing or incorrectly archived.
Either scenario is not ideal, as in both cases the information is not available.
This is when an electronic document management system becomes ever crucial. Aside from assisting in keeping vital trees upright, thereby aiding in protecting the environment from health and economic hazards (such as landslides, flooding and pollution), employing an electronic document management software solution comes with a host of advantages.
“Document management is the process of storing, locating, updating, and sharing data for the purpose of workflow progression and business outcomes.” – www.techopedia.com
Here are some of those advantages:
Electronic document management systems serve as a central repository for all your important documents and images. These systems serve in saving space and precious time, spent frantically searching for misplaced or misfiled documents.
Electronic document management systems enable you to safeguard confidential business information through rigorous security policies and role-based access control (RBAC), where access to certain documents and images can be restricted to authorised users only.
In instances of disasters such as fire or flooding, these management systems ensure that your business-critical data is kept intact.
Search and Retrieval
By utilising tags, categories, sub-categories and metadata marking your documents and images, management systems are able to simplify the organisation, location and retrieval of all your files.
A search using the appropriate keywords can yield results in a matter of seconds.
“Coordination and control of the flow (storage, retrieval, processing, printing, routing, and distribution) of electronic and paper documents in a secure and efficient manner, to ensure that they are accessible to authorized personnel as and when required.” – www.businessdictionary.com
Regardless of their location, users are able to share and collaborate on files and ultimately also control how and with whom these files are shared.
By accessing the audit trail functionality, users will also know who has viewed or edited certain files. This is vital when determining any processing errors.
Integration with third-party software is a nifty capability which eliminates soul-crushing and redundant data capturing.
It also allow for a seamless information flow between various platforms, while maintaining data integrity and accuracy.
Save Time and Costs
By making files and documents easily accessible to users, efficiency (and staff morale) is vastly improved. By supporting integration, the software decreases costs and errors by reducing manual work, allowing users to focus on tasks that add value.
Business-wise or otherwise, time saved is money saved.
In essence, a system with the capability for electronic document management makes it easier for businesses to combine paper and digital files into a single hub. Physical documents, including images, are scanned and digital formats are imported. File formats supported can range from Word documents, Excel spreadsheets, PDF files, Jpeg images and so on.
What about your business? Which document management system does your business use?
“The technology and its abilities to work for the intricate processes of a business has matured over the last couple of years to truly offer value to organisations by addressing issues with ever growing document management needs in a simpler and more cost effective way.” – Stefano Cimenti, Lexmark
About IA Logics
IA Logics is a South African registered company, which creates and supports (but is not restricted to) Management IT Systems for the following:
Founded in 2014 by a dedicated group of people who have been in the motor industry in various roles (including OEM, retail operations and most importantly, the development of computer systems) for many years, IA Logics systems are a result of that collective experience.
|IA Logics Strengths:
Automotive Market Understanding
Profitable Client Solutions
|IA Logics Features:
Real Time Integration
Runs on Multiple Platforms
Electronic Document Management
Third Party Integration Flexibility
For more information contact us via firstname.lastname@example.org.