Why change to Electronic Document Management?

Some of the main benefits of electronic document management include:

• Efficiency and Productivity – EDM offers far more than just electronic filing. Powerful workflows can automate routine tasks with tools including document routing, approvals and task notifications.
• Powerful filing flexibility – the same document can be filed under several references such as Name, Document Number and Date – not possible with paper documents or computer files unless copies are made. This lays the foundation for a very effective retrieval tool. Indexing a document is an easier and simpler task than giving it a complex filename and having to save it to a particular named Explorer folder.
• Quick Access – with powerful search functionalities, employees can locate documents in seconds using keywords, metadata, or full-text searches, drastically cutting down the time spent searching for information.
• Security & Compliance – advanced encryption & back up options to protect your documents, audit trails, and role based access control to ensure that sensitive information is only available to authorised employees.
• Centralised storage and access – Paper and PC-generated files received from any source are filed into one system. They can then be viewed or actioned by any user or users simultaneously across a network or web.
• Cost Savings – Electronic document management frees staff from the burden of time consuming bulk paper filing and intuitive additional tools help streamline work processes even further. Reduced physical storage costs also come into play.
• Sustainability – EDM significantly reduces the need for paper, resulting in environmental benefits and supporting your corporate social responsibility initiatives.
• Remote access and Flexible Working – Anywhere, Anytime Access: With cloud-based EDM systems, employees can access documents from any device with an internet connection, facilitating remote work and enhancing flexibility.
• Collaboration & team working – The ability to share documents has several advantages:
  • Inter-departmental queries are resolved more effectively by reducing the time and physical effort required to communicate and move between departments.
  • When talking to customers, questions can be answered instantly, as information such as specifications, price lists & delivery notes are available on screen without leaving one’s desk.
  • The need to print or copy documents reduces dramatically, saving time and money.

Make the switch today and unlock the full potential of your business with File Stream Document Management software!

Did you know?

A 4-drawer filing cabinet typically contains 8-10,000 pieces of paper, occupies 0.7 square metres (7.5 square feet) of precious office space, and takes around 100 valuable staff hours to fill. By the time it is full, many documents will not have been retrieved since they were first filed: as many as 1 in 10 will be missing or in the wrong place: and once full, it is a costly and inefficient chore to weed out old files – either for archiving, or for destruction. And a misfiled piece of paper is as bad as a lost piece of paper: in both cases, the information is not available.

Freeing up expensive floor space can result in large cost savings as space becomes available. More desks or new equipment can be added without having to consider larger premises.