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The Ins and Outs of Electronic Document Management

Document management workflow

(Photo credit: Saad Faruque)

To be completely honest, document management is not the most exciting topic in the world. In fact, many people would rather not discuss it at all. This is a big mistake! Traditional paper and ink document management is outdated and ineffective in this modern day and age. Electronic document management is the new big thing and brings with it a number of advantages. By understanding electronic document management yourself, you have the opportunity to make your business even more successful and effective.

In its most basic sense, electronic document management is collecting, capturing, and organizing business documents. It also involves safely storing them and retrieving them as needed. For almost every business, document management happens on a daily basis and, in its paper form, is a very time-consuming process. That’s where electronic document management comes in. It greatly speeds up the process and adds a whole host of other benefits as well.

The biggest way that electronic document management speeds up your business is by cutting down on the time it takes to find stored documents. When a document is stored on paper, you must first locate it among stacks or files. Then, if you are sending it off somewhere, you must scan or fax it. All of this is time-consuming and completely unnecessary. Electronic document management takes a digital image (oftentimes in a text editable form) of the document and stores it in a digital format. This makes finding it and sending it incredibly quick and easy.

Electronic document management is also cost effective. In addition to cutting down on the labor involved in tracking down paper documents, it also eliminates the need for paper and ink altogether, thus cutting expenses down even further. Electronic document management systems are not all that expensive in themselves (Ubisys provide a cost effective solution) and are a seriously smart investment any way that you look at them.

Finally, security is the name of the game as far as electronic document management goes. Unlike paper documents, you always have access to electronic documents. Thanks to their digital technology, you are able to access them at home or on the go in addition to at the office. Furthermore, electronic documents cannot be lost, misplaced, or easily tampered with – they are always there, exactly where you put them, and easy to retrieve.

Electronic document management is the wave of the future for businesses of all sorts in many types of industries. If you deal with large amounts of documents on a regular basis, and you keep these documents for long periods of time, then an electronic document management system might just be advantageous for you and your company. Hey, before long they’ll be par for the course. Why not get a head start and reap the rewards at the same time?

Nicole Thomson is a retired secretary who loves to keep up with modern technology. A passionate blogger, her articles appear on various websites, mainly technology related blogs.

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