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July 18, 2019

3 Reasons to Use an Electronic File Management System

When a business is equipped with the right tools, it can be managed efficiently and allow for maximum productivity. An electronic file storage system is one tool that is a must-have for businesses. Document management software allows businesses to combine paper and digital files, whether it’s business cards or client files, in an organized manner.

While there may be notable financial, technical, or operational obstacles that a business must overcome in order to go digital, it can have immense benefits for the business. This article discusses a few key reasons businesses should invest in an electronic file storage system and what benefits it may provide.

Increased security and traceability.

Content security is a primary concern for most businesses. With paper documents, it can be hard to keep track of who has access to which information and confidential documents can easily get left lying around or lost. If this happens, it could mean the downfall of an organization. In fact, 70% of today’s businesses would fail within three weeks if they underwent a catastrophic loss of paper documents and records, according to data from Gartner Group. On the other hand, businesses that use digital document management don’t have to worry about losing paper documents. Using an online database can help business owners easily keep track of custody and sharing of documents.

Increased ease of finding information.

With digital based document management, users will have access to a plethora of information. Not only will users be able to pull up any document they have access to in a matter of seconds, but they’ll also be able to generate a number of metrics and trends from the online data. Because of the ease of finding information and knowledge, the ease and speed of decision making is greatly improved.

Lower document management costs.

With paper documents, management and archiving can be very expensive and labor intensive. Additionally, the record retention requirements for certain content may increase cost and time spent. However, with electronic documents, the processing, storing, and retrieving of records can be remarkably improved. Not only do automated record retention policies improve the archiving processes, but companies will see a reduction, if not an elimination, of the need for physical storage space in the office.
Having an electronic file storage system can greatly benefit an organization. Not only will it reduce cost and time spent looking for information, but it will increase overall production in the company. Organization will be at maximum efficiency with the use of an electronic document database.

Originally seen at: https://www.enlighten.net/2017/11/07/3-reasons-use-electronic-file-storage-system/

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